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Module: Purchasing Things

πŸ“‹ Purchase Please #1 - General Purchase

Created 10 years ago by Duncan Hunter|

Modified 3 months ago by Suzanne Gibson

When you need to spend money, don't assume you will get authorization.

Check our rule Do you know how to get approval for a purchase? for more instructions.

Need to purchase something?

For IT related purchases go to your SysAdmin team.

For Travel purchases go to Purchase Please #2 - Flights / Accommodation

For other purchases:

  • Under $500 - You need 1 approval. Start with your Office/State Manager
  • Between $500 and $5,000 - You need a cross authorization - an approval from 2 people. Start with your Office/State Manager and then Adam, then the SysAdmins, then the Accountants... then anyone.
  • Over $5,000 - You need approval from Adam.

Cross authorization: You should not be blocked by reasonable purchases (under $500).

E.g. Sophie works in Marketing and wants to purchase a $400 ad.

If she can't reach the State Manager, try another State Manager, then their boss, then the SysAdmin department, then the Accounting department, then any person that sits next to her... This system means no-one is blocked.

Note #1: All IT related purchases should be directed to SysAdmins with Adam CC'ed. Follow: Purchase Please #3 - IT Purchases

Note #2: If you're buying something for SSW you should always try to use an SSW Credit Card (so that reimbursements are not required).

Buying for SSW

To purchase something:

  1. Get approval using a Purchase Please email template ( See Content Chooser )
  2. Forward the purchase approval to SSWAccounts@ with a "To Myself" to purchase the approved item.
  3. Either buy the item (using the SSW card). The card details are stored in Keeper with limited access.
  4. (OR) Find a local manager, admin or accountant to purchase for you.

Buying for yourself

If you buy a laptop for yourself, say using Salary Sacrifice, then you should buy it on your card and then get reimbursed. The reason being is a lot of credit cards will give you buyer protection, extended warranty etc. These benefits are much easier to access if it's on the individual's card.

French Office: use SSWFranceAccounts@ instead of SSWAccounts@

Task

Exercise:

  1. Send an email to Tiago, cc'ing Adam and your manager, to get approval for a purchase using Outlook | New Email | Content Chooser | All Staff Email Templates | Select purchase-please-general-purchase
    Make sure that the email subject line is {{ YOUR NAME }} - SugarLearning - Purchase please

(Note: In a real-world request like this, the request should go to the right people.)

Completion

  1. In order to complete this task, paste a screenshot of the exercise email you sent into your approval request.