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Last year the Dominic Manufacturing Company purchased over $10 million worth of office equipment under its special ordering system, with individual orders ranging from $5,000

Last year the Dominic Manufacturing Company purchased over $10 million worth of office equipment under its "special ordering" system, with individual orders ranging from $5,000 to $30,000. Special orders are for low-volume items that have been included in a department manager's budget. The budget, which limits the types and dollar amounts of office equipment a department head can requisition, is approved at the beginning of the year by the board of directors. The special ordering system functions as follows:

At the manager's request, a requisition form is prepared and emailed to the purchasing department. Upon receiving a purchase requisition, one of the five purchasing agents (buyers) verifies that the requester is indeed a department head. The buyer next selects the appropriate supplier by searching the various catalogs on file. Supplier performance ratings are updated automatically in the system and made available to the buyer. The buyer then phones the supplier, requests a price quote, and places a verbal order. A prenumbered purchase order is then processed, with the original sent to the supplier and copies to the department head, receiving, and accounts payable. One copy is also saved in the open-requisition file. The system can automatically compare the requested amount to the remaining budget of the department. When the receiving department verbally informs the buyer that the item has been received, the purchase order is transferred from the open to the filled file. Once a month, the buyer reviews the unfilled file to follow up on open orders.

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