Bill Bloggs, the Administration Officer at XYZ Recreation Inc

Exercise 18

Purchasing Process Documents

In the shaded box below are 13 words and phrases which fit into the 13 gaps in the text below. Your task is to correctly place the words into the appropriate gaps.

Gap Words: Price, Quality, Availability, Credit, Purchase Order, Delivery Docket, Quantity, Correct,Damaged, Invoice, Goods And Sales Tax, Statement, Cheque, Purchases Journal, Cash Payment Journal

Bill Bloggs, the Administration Officer at XYZ Recreation Inc., has been requested by the Management Committee to secure a supplier for a range of clothing suitable for merchandising (i.e. jumpers, ties, polo shirts, caps, etc) on an ongoing basis.

Bill uses the yellow pages on the internet and finds two possible local suppliers - Southside Clothing Sales and Brisbane Sports Clothing.

Bill makes a call to both companies and asks about [gap1], [gap2] and [gap3].
From the information that Bill was able to ascertain from his telephone calls, he prepared a short report about what goods were available for the next management committee meeting.

At their next meeting, the management committee decided to go with Southside Clothing Sales. The management committee discussed and agreed upon what items should be ordered and asked Bill to proceed.

When Bill gets back to his office the next day he calls Southside Clothing Sales and asks for a [gap4] Application Form to be faxed so that he can apply for a credit account. The application is successful.

Now that Bill has credit facilities, he faxes a [gap5] to Southside Clothing Sales and gives them a call immediately after to make sure the fax was received okay. The sales employee at Southside Clothing Sales says he received the document but asks Bill what address the goods should be delivered (Bill forgot).

Two weeks later, a freight truck backs up to Bill's office door. The freight company driver produces a freight docket and asks Bill to sign it and then gives him a copy, and the consignment of goods. Bill signs the document.

As soon as he can Bill opens the boxes delivered by the Freight Company. He finds a [gap 6] in a plastic envelope stuck to the side of the box.

Bill now makes the following checks before he puts the goods into stores:

- The quantity is correct

- The goods are the [gap7] goods

- The goods are not damaged

Bill finds some discrepancies between what was delivered and what was ordered. He immediately faxes Southside Clothing Sales and informs them of an error. An employee from Southside Clothing Sales telephones, apologises for the error, and says that he will make adjustments to the [gap8] which arrives in the post a few days later.

Bill enters details of the purchase in the [gap9]. Under the new taxation laws introduced on 1 July 2000, Bill makes sure he records the amount of [gap10].

At the end of the month, Bill receives a [gap11] from Southside Clothing Sales that states how much Bill now owes them. Before paying this amount Bill needs to check his paperwork.
Bill send a [gap12] to Southside Clothing Sales on the 20th day of the next month and records the details of the cheque in the [gap13].