Purchase orders

Before making any purchase, you must follow the procurement policy and rules and obtain the necessary quotes. The number of quotes you need to obtain depends on the value of the intended purchase. For a higher value purchase, you will need to obtain more quotes and follow the e-procurement process. For more information, see the Barnardo’s Procurement Policy.  

Barnardo's operates a 'No Purchase Order, No Pay' policy.

This means that Barnardo's will not pay Suppliers unless a valid Purchase Order number is quoted on an invoice.

The policy aims to strengthen financial controls and increase compliance. It further aids the automation of invoice processing which supports our objective to pay Suppliers to agreed terms.

Responsibilities

• All managers are responsible for implementing the Policy within their operational areas and for adherence by colleagues they line manage.
• All colleagues must assist in ensuring compliance with this Policy and engage in any relevant training when appropriate. 
• All Suppliers must ensure compliance with this Policy.

You can raise a Purchase Order using our HR and Finance system, Dynamics 365. Read the Procure to pay reference guide below for more information.

After you have identified a need for goods or a service you need to obtain the relevant number of quotes, as set out in the Barnardo’s Procurement Policy. 

Check that the supplier has been set up by Searching for the Supplier when creating a Purchase Order. If it hasn’t, you’ll need to complete a New Supplier Set Up Form. 

This guide was designed to help colleagues who buy goods and services for the charity navigate through the procure to pay process. Click on the relevant links on the flow chart to access the appropriate guides and training materials on the Business Services Hub.

We have created template emails for you to share with existing and new suppliers so they know how to follow the Purchase Order policy. Please find the template in the Resources section below.