32 BULLETIX 1095, U. S. DEPAETMEXT OF AGPJCULTUEE. 



PURCHASE RECORDS. 



The purcliase records should contain a complete history of every 

 purchase (other than milk or cream) made by the organization. 

 These purchase records should include a purchase requisition, a 

 purchase voucher, a voucher register, and a voucher index. 



Before any purchase is made a requisition should be issued and 

 approved by the manager or other officer in charge of purchases in 

 order that no unnecessary goods may be bought. This order should be 

 issued in duplicate, the original mailed to the supply firm and the 

 duplicate placed in an unfilled order file until the goods are received. 

 When the invoice is received the duplicate purchase requisition should 

 be removed from the file, attached to the invoice, and returned to the 

 file. TVhen the goods are received the invoice should be taken from 

 the file, checked with the goods and "with the duplicate of the purchase 

 requisition, and entered in a purchase voucher. It is often helpful 

 to have a record on the duplicate purchase requisition of the quantity 

 on hand, monthly consumption, and last quotation. A purchase 

 voucher, vhich forms a filing jacket in which the requisition and 

 invoices are placed for filing, should be filled out and the invoice 

 noted thereon : it is then assigned a number and filed until the end of 

 the month. But one voucher is made for a single concern for any 

 given month ; hence a purchase voucher may contain several invoices. 

 Vouchers should be filed in numerical order. 



In order that any invoice may be easily located an alphabetical 

 index should be kept on 3 by 5 cards. This index should contain a 

 card for each company from whom purchases have been made at any 

 time. All numbers assigned to purchase vouchers of an individual 

 concern should appear chronologically on the index card showing the 

 company's name. 



At the end of the month all purchase vouchers for the month should 

 be taken from file and completed by entering in the space provided 

 the total amount of invoices included in such voucher, and the allo- 

 cations to the proper ledger account should be made. The vouchers 

 then should be entered consecutively in the voucher register to the 

 credit accounts payable, charges being made as indicated on the 

 voucher, after which these should be filed in numerical order accord- 

 ing to the number previously assigned. 



The voucher register contains a record of the purchase vouchers. 

 It should be provided with a number of columns, so that items of 

 frequent occurrence may be collected, thus decreasing the amount 

 of work required in posting. 



A memorandum column should be provided on the left-hand side 

 for entering the number and amount of checks given in payment as 

 vouchers. No detail accounts payable need be kept, as the voucher 

 and voucher record afford a convenient record of all such items. 



