Post on 25-Jan-2017
How the Process Works ^current
1. Cardholder (Agent X) goes to Physical VIB store to get quote (and hold items)
2. Agent X goes to Access Online to get a Control Number 3. Agent X fills out 34-34. Quote is attached to 34-35. Agent X provides 34-3 (with quote attached) to BO for signature 6. After being approved for making a purchase, the agent goes back
to VIB store to get items that were quoted and put on hold 7. Items are bought and receipt is assigned to Agent X 8. Agent X goes back to Access to plug in the items bought under a
specific control number
9. Agent Receives and prints a copy of the Access Receipt 10. Agent X fills out form 34-1 and prints a copy 11. Records of purchase are maintained in paper form on Agent X’s
files
1
The Staff
I need printing paper!
Get me a keyboard!
Bring some fancy pens!
Agent X vs.vs.
I need printing paper!
Get me a keyboard!
Bring some fancy pens!
Agent X
HULK ANGRY!
TOO MUCH EMAIL!
3
Pens
Markers
Pencils
Hey! Don’t forget…
Paper Please
Hey Agent 007,
Please pick up some white paper for me!
Thanks, Agent A
Spammy inboxes. EW.
Agent X
CARDHOLDER: Agent X
MISSION: Obtain
-2 packages of pen -Paper for machines -Keyboard
WHEN: Bi-weekly Schedule
4
Agent X
List:-2 packages of pen -Paper for machines -Keyboard
STEP 1: Cardholder (Agent X) goes to Physical VIB store to get quote
(and POSSIBLY hold items)
5
Agent X
List:-3 packages of pen -Paper for machines -Keyboard
Mr. Goldfinger, could you provide me a quote of all these items… and keep
them on hold while I get my supervisor’s approval
for form 34-3?
Agent X
Sure thing Mr. Bond, Here is your quote!
STEP 1: Cardholder (Agent X) goes to Physical VIB store to get quote
(and POSSIBLY hold items)
6
STEP 2: Agent X goes to Access Online to get a Control Number
Getting a control number is basically going into the website and getting a blank check. You will need to get a control number and put this in form 34-3
9
Agent X
All the forms are the same, the only thing that changes is the
NOTE: This process can be automatized
• TOTAL AMOUNT• CONTROL NUMBER
• DATE • SIGNATURE
STEP 3: Agent X finds form 34-3 and fills it out
11
Now that a quote has been obtained, and form 34-3 filled out,
Agent X must obtain the approval of the Billing Official, Agent M.
STEP 4: Quote and 34-3 are attached and prepped for B.O. (AGENT M)
13
Agent X
Now, to see the B.O. Upstairs,
Agent M
STEP 5: Agent X provides 34-3 with Quote Attached to Billing Official (Agent M) for signature
Agent M Agent M
14
Agent X
Agent M, I need you to approve this purchase I want to make. Please provide
your signature
Approved!
Agent M Agent M
Agent M Agent M 15
Agent X
STEP 6:After being approved for making a purchase, the agent goes back to VIB store to get items that were quoted and put on hold
16
Agent X
Sure thing Mr. Bond, here is your receipt.
Agent X
STEP 7:Items are bought and receipt is assigned to Agent X
Please charge the items I quoted and had on
hold earlier to my GPC Mr.Goldfingers.
17
STEP 8: Agent X goes back into Access and hand jams the purchases that were made. After he does so, he will receive a “Access Bank Receipt”
NOTE: This process should be automatic, every time a purchase is made, it should automatically subtract from GPC
The Access Bank Receipt MUST Match the Amount on 34-3
20
STEP 10: Agent X fills out 34-1 to subtract from general budget and track items purchased from Supply Budget...
22
Agent X
All the forms are the same, the only thing that changes is the:
• Date• Agent Name • Description of Item • Quantity • Unit of Measurement • Unit Price • Total Price • Balance Pre-Purchase • Balance remaining after each
individual purchase
23
FORM 34-1: COMPLETED
NOTE: Form 34-1 does not prove a running tally for quick access.
It is also confusing if you have more than 1 GPC holder 24
STEP 11:Given the manner in which things are done now, each purchase should contain the following materials:
Quote Form 34-3 Access Receipt
Form 34-125
CARDHOLDER: Agent X
MISSION: Obtain
-Packages of pen -Paper for machines -Keyboard
WHEN: Bi-weekly Schedule
The Staff
I need printing paper!
Get me a keyboard!
Bring some fancy pens!
Agent X vs.vs.
HULK ANGRY!
TOO MUCH EMAIL!
I need printing paper!
Get me a keyboard!
Bring some fancy pens!
Total Amount:
Control Number:
Date:
Signature:
upload VIB QUOTE:
Part 1 of
Ticket Number:
Create a form and fill in
Total Amount:
Control Number:
Date:
Signature:
1/11/2013
Adobe Signature
$415
ABC123
1/11/2013
1/11/2013
1/11/2013
1/11/2013
1/11/2013
1/11/2013
ABC123
$415
Agent X
Agent X
Agent X
upload VIB QUOTE: ------------
Part 1 of
Ticket Number:
OL-200-10079
OL-200-10079
SUBMIT and EMAIL
Total Amount:
Control Number:
Date:
Signature:
1/11/2013
Adobe Signature
$415
ABC123
upload VIB QUOTE: ------------
Part 1 of
Ticket Number: OL-200-10079
SUBMIT and EMAIL
Agent X, Form 34-3 and quote are ready for review and approval by the Billing official. Please enter the email
address of the B.O. in the space below, then click send.
SENDSEND
1/11/2013
1/11/2013
1/11/2013
1/11/2013
1/11/2013
1/11/2013
ABC123
$415
Agent X
Agent X
Agent X
OL-200-10079
Billing Official Agent M
APPROVED!
List:-3 packages of pen -Paper for machines -Keyboard
Agent X
Mr. Bond, Here is your
receipt! I also sent a copy of your receipt to your
54
Shopping!!!
Total Amount Spent
Part 4 of
Date of Purchase
Invoice Ticket Number
1/11/2013
OL-200-10039
$415
UPLOAD COPY OF INVOICE
SUBMIT!
Total Amount Spent
Part 4 of
Date of Purchase
Invoice Ticket Number
1/11/2013
OL-200-10039
$415
UPLOAD COPY OF INVOICE
SUBMIT!
34-3 with signatures of Agent X (GPC holder) and Agent M (billing official) saved to cloud Official Invoice