Hardware Procurement Process

Procurement:

1. New or additional hardware request require a signed work order unless arrangements are made with sales prior to placing the order.
2. When operations receives a request for new/add'l hardware they will communicate the request to sales.
3. Sales will send quote/work order to the customer.
4. When sales receives a signed work order back from a customer, sales will name to the WO and place the signed document in the Community's sales folder on the shared (J) drive.
5. Sales will send the WO to workorders@fullcount.net
6. Operations staff should reply to the workorders email stating they are placing the order.
7. Operations will create and ID/PO#  when placing the order.
1. Note: PO will be assigned using YYYYMMDD[CommunityAbbreviation]-[Initials of person placing order] convention.  For example, the PO 20190610AV-AR would be for Addolorata Villa placed by Andrew Rosacker on June 10th, 2019.
1. The date in this convention will be the date the order is placed.
8. Operations will CC Debbie/Accounts Payable in when placing the order with our Vendor(s)
1. Specific ordering procedures per Vendor can be found here:
1. https://kb.fullcount.net/documentation/hardware-vendor-contacts-and-ordering-processes
9. Operations will place the order from the vendor using the ID/PO#.
10. Operations will track the order, verify confirmation emails are complete and accurate, and communicate with the customer if/as needed
11. Debbie/Accounts Payable will scrutinize invoices for accuracy and communicate any anomolies to sales and operations.