Purchase Order Request
This form is reserved for Summerhill staff only and should be used to submit purchase order requests for approval and processing.
Weekly Purchase Order Process
Please familiarise yourself with the weekly PO process, submission deadlines and approval stages before submitting a request.
Budget Allocation
The Bursar, Dineo, will provide the available budget for the week in alignment with the approved annual budget.
An internal accounting meeting is held every Thursday morning with Dineo, Heidi and John, with the weekly budget signed off by the end of Thursday.
Submission Deadline
All staff PO requests must be submitted by:
2:00 PM
Approved purchase orders will be processed for payment by the end of the following week.
PO Administration
All purchase orders are automatically directed to Lebo, who supervises PO administration.
Dineo is copied on all submissions.
Advisory Committee Review
Every Wednesday at 8:00 AM, a 30-minute Advisory Committee meeting is held to review submitted purchase orders and prioritise requests based on available funds.
Executive Committee Review
The Executive Committee conducts its financial planning review every Thursday at 8:00 AM.
Finance Committee Decision
The Finance Committee meets every Friday at 7:30 AM to review the weekly budget and finalise PO decisions.
The Bursar and Accounts present the available weekly budget, aligned with the approved annual budget.
Based on the recommendations of the Advisory and Executive Committees, together with current financial statements and cash flow, each PO will be:
Approval & Payment Processing
Once final approval has been granted, the request moves back to Accounts for payment processing.
Finance Committee-approved POs are forwarded to Lebo in Accounts.
Final approved POs are loaded by Accounts by the following Wednesday EOD.
Payments are completed by the following Friday EOD.
Purchase orders that are not approved during the weekly review automatically roll over for reconsideration during the following financial planning cycle.