Per LHC PL 18 May 1994R “All Supplier Invoices Routed to Div 4A” invoices should not sit around and have the opportunity to get lost. There can be problems were Department 8 discovers over $50K in missing invoices in just one week (This actually happened here). This really throws everything off, as in FP they plan to pay certain things and if they are hit with an extra $50K in bills that doesn’t give them much control or planning with the money.
In order to prevent the same situation from occurring again, a new system will be tried out. This system must be done daily and there are no reasons or exceptions of why it will not be done. This will be done in all stores.
Each day the Shipping I/C will route a copy of the mail-in daily log to the Inventory Manager. This log will show everything received along with memo/invoice numbers. They will have a separate column for invoice #’s and another for memo #’s.
The Inventory Manager will attach all the invoices that come in for the day to the log sheet. Each invoice should be there. Memos do not need to be attached.
When Inventory is done with this, they will give it to the Repair Manager, and then they will proceed to attach their invoices for the day to the log sheet. Then the shipping I/C will hand route it to the Director of Disbursements.
The only difference is that the acting Inventory, Repair and Shipping I/C may be one-in-the-same. The person in SB wearing all of these hats will do all actions. They will have one extra day to get it to the Director of Disbursements in OT.
If there is something that either person receives an invoice on, and there is some mistake with the invoice, the original still goes to the Director of Disbursements with applicable notes, and you keep a copy. Once it is sorted out you route the copy to them with applicable notes on the situation.
Director of Disbursements is to report each night that this is not done to the Ethics Section of Dept 3.