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Purchasing invoice for NPOs

[Music] hi this is arith do you think there is any business in the world that can run without the suppliers i don't think so that is possible let's take few example a small coffee shop so even for the coffee shop owner there is a dependency on a supplier to supply coffee beans to supply cups to supply milk to supply electricity to supply coffee machines right so there are a lot of dependencies for any business on the suppliers to provide the basic material to run the business so that is how supplier i see they are the most important in any business in this module we'll talk about the non-po based sourcing when we deal with suppliers we do two types of purchases po based purchases and non-po based purchases po based purchases are generally of large value quantity specific shape and sizes let's take an example 100 pieces of t-shirt to be purchased for office staff in such case will you not go to market and check with at least four and five suppliers and check the quality standards and rates and decide who is offering the best prices same way procurement department will also go through standard policy and procedure to make sure they are getting the best quotes from the suppliers and then they will give you a purchase order to purchase the 100 t-shirts which are required for the office staff now let's talk about a key topic non-po based purchases any purchase that is a small value goes through a non-purchase a simple example is tn snacks so tn snacks for office staff this is a small expense right it is not practical to go to four to five different shops and take a quotation and then give a purchase order based on the best and the cheapest snack for the office and party so as any small repair and maintenance work like repair of an electrical switch etc so this is so small amount that cannot go through a standard procurement process right this is hardly very very difficult or impossible it's not i'm not saying impossible but it is very difficult to go to a market and ask for a quotation for a very small amount of repair for which the supplier or the vendor may not be interested to really do that kind of a work few more examples are unplanned expenses like donation to a charity if suppose management has decided to donate an amount for charity as part of the sales and promotion expense while the amount can be large in recipient is the preferred charity institution there is no question of inviting quotations from the different charity institutions all right in such kind of an exam expenses there is no need to have a purchase order another such example is government taxes penalties you have no choice here and to have to make the payment on time for the government and taxes so there are many such examples we'll discuss in next few minutes i hope by now you understand what are the non-po type of expenses fnaco is the consulting and the training institute for individuals we offer domain training interview coaching and mentoring for the next level promotions subscribe this channel for more content on p2po2c in r2r you can also join telegram channel for job and knowledgehub so basically if you make non-peer purchase you will get non-pay invoice from the supplier hence the non-pay invoices are those where purchase order is not issued by the company while best practices is to have a purchase order compliance for all the invoices and bills but there are there is always some exception and i just explained you few examples some time back let's now get into more details around the non-pure invoices so indicative reason for not having a po invoices are there are certain expenses where amount due is not unknown until the billing is generated these are primarily utility-based invoices or service-based invoices these bill statements are considered as non-pure invoices almost all businesses generally receive non-pay invoices or bills or statements few examples are telephone bill electricity bills tax payments such as gst income tax credit card statements we receive monthly statements for the utility bills taxes and credit card statements they have to be always processed under non-po because usage bill amount they differ each month and cannot be defined and fixed these vendors do not accept any purchase order their billings are based on usage some companies uses a best practices to generate a pu against all such non-pay expenses from internal control standpoints that means once the credit card statement is received po is created as internal control to reconcile the statement this is generally done to avoid and duplicate payments so we'll discuss this in detail when we discuss the po invoices please note there are small companies or startups they do not have dedicated procurement teams or procurement systems and hence they generally purchase a raw material or other items on the counter and generally most of the invoices of such companies are non-po based invoices so few more examples where purchase order is not necessarily issued instead long duration contracts are signed by the parties in such case vendor may not send an invoice at all but expects payment to be released as per interval agreed in the contract therefore the company need to remember to make the payment as per terms this is not different than individual paying rent you know for example a building is leased for a period of five to six years right and there is an agreement that every month a rent of and a few thousand rupees or few thousand dollar that needs to be paid since the contract is signed for a long duration a rental payment has to be made every month irrespective whether the invoice for the rent is received or not right similar is the case for equipment leases consulting fees recruitment fees minor repairs and maintenance which we discussed some time back marketing expenses utility in utility electricity telephone municipal taxes and a mobile wheel etc we just discussed in the past so let me take examples of a consulting fees consulting fees is also for a defined period for example there is a consultant who is appointed for appointed for a defined period or six to nine months right and then while a contract is signed so every month a consultant will issue an invoice against which the payment has to be done right so this is these are all the cases of a non-pay invoices and this goes through a different approval cycle only post vision payment is made so if you want to understand the detailed workflow of the non-pure invoices please look at the next video the video id is dp06 thank you you