Cindy, variance report runs for me every Wednesday. It’s watching whether AP matches POs. The way they key together is that when Ginger enters AP, she always gives us the PO# in the Invoice “Part Number” line in caselle. If she can’t find a PO, she does not pay… that’s the signal that something has gone wrong in the organization, and she asks. It’s also how we back check to make sure things don’t end up in the wrong place. This works very well, and also allows you to have the PO number IN CASELLE so there are no questions for you guys or your auditors in the future, about signatures or ORS 279 procurement processes, etc.
Anyway, the reason all the AP is showing up this week below is because we aren’t getting that PO# keyed in. We certainly don’t have to do it this way, it’s just what we’ve figured out over the past few years. Let me know if you have a better or different idea?
Thanks!
Andy
From: MolallaOps@CityOfMolalla.com <MolallaOps@CityOfMolalla.com>
Sent: Wednesday, December 9, 2020 12:01 PM
To: Andy Peters <apeters@cityofmolalla.com>; Andy Peters <apeters@cityofmolalla.com>
Subject: Purchasing VARIANCE REPORT - Last 7 days
Purchasing Variance Report
2. Caselle Account does not match PO Account
11/5/2020 4:05:06 PM PO#4370 for $57.5600 created by jclifton for '2- SDS Binder, English, '... from Vendor: Grainger was approved for accounts: Approved for: 1055015300400, na and na, but ended up in 1055015200400(OPERATIONS & MAINTENANCE)
3. Checks that went out on one of our Ops or PD accounts that did not have a corresponding PO where amount was greater than $1000
12/8/2020 12:00:00 AM; account: 1055015202900; check#87026; vendor: DYER PARTNERSHIP; amount: $6522.7000
12/8/2020 12:00:00 AM; account: 1055015302700; check#86993; vendor: RIVER CITY ENVIRONMENTAL INC; amount: $3500.0000
12/8/2020 12:00:00 AM; account: 1055015202900; check#86937; vendor: BERGEN CONSTRUCTION; amount: $1955.2700
12/8/2020 12:00:00 AM; account: 1055015202900; check#86937; vendor: BERGEN CONSTRUCTION; amount: $1203.7000
12/8/2020 12:00:00 AM; account: 1055015302800; check#86956; vendor: EDGE ANALYTICAL LABORATORIES; amount: $1780.1000
12/8/2020 12:00:00 AM; account: 1055015200800; check#87007; vendor: UPPERCASE PRINTING INK; amount: $1525.1500
12/8/2020 12:00:00 AM; account: 1055015303100; check#86941; vendor: CASCADE COLUMBIA DISTRIBUTION; amount: $6903.9800
12/8/2020 12:00:00 AM; account: 1055015303100; check#86941; vendor: CASCADE COLUMBIA DISTRIBUTION; amount: $18542.6000
12/8/2020 12:00:00 AM; account: 1055015300400; check#86966; vendor: JOHN DEERE FINANCIAL; amount: $4220.9100
12/8/2020 12:00:00 AM; account: 1055015201500; check#86986; vendor: OWEN EQUIPMENT COMPANY; amount: $1901.3200
12/8/2020 12:00:00 AM; account: 1066015300400; check#86944; vendor: CHEMTRAC SYSTEM, INC; amount: $1295.0000
12/8/2020 12:00:00 AM; account: 1066015200800; check#87007; vendor: UPPERCASE PRINTING INK; amount: $1525.1500
12/8/2020 12:00:00 AM; account: 1066015300400; check#87008; vendor: USABLUEBOOK; amount: $4198.1600
12/8/2020 12:00:00 AM; account: 1066015201500; check#86986; vendor: OWEN EQUIPMENT COMPANY; amount: $1901.3200
12/8/2020 12:00:00 AM; account: 1066015203300; check#86959; vendor: H.D. FOWLER CO; amount: $1009.9200
12/8/2020 12:00:00 AM; account: 1011035201700; check#86972; vendor: Meyer Duct Cleaning; amount: $5300.0000
12/8/2020 12:00:00 AM; account: 1011035200850; check#86968; vendor: LEADS ONLINE; amount: $2192.0000
12/8/2020 12:00:00 AM; account: 1011035201000; check#86953; vendor: DAN KELLY AND ASSOCIATES INC; amount: $3050.0000
12/8/2020 12:00:00 AM; account: 1011035201400; check#87014; vendor: WIRE WORKS LLC; amount: $8790.0800
12/8/2020 12:00:00 AM; account: 1011035203200; check#87017; vendor: CLACKAMAS COUNTY; amount: $9787.0000
