Control of Approved Supplier List (ASL) When Employees Make Purchases

[gabe2jadyn]

What is the best way to control the ASL when employees can make purchases with their credit card?

 

[Steve Prevette]

What is the best way to control the ASL when employees can make purchases with their credit card?

At least where I worked, people with p-cards HAD TO use the approved "catalog" for ordering supplies, and you had to be an Approved Supplier to be listed in the catalog.

 

[gabe2jadyn]

How do you control the ASL especially if a vendor was changed? For example, our internet provider and the vendor request form was not submitted. Does your company train on the procedure? How do we keep this in the forefront of the employees mind?

 

[Jim Wynne]

What is the best way to control the ASL when employees can make purchases with their credit card?

Stop allowing the employees to make such purchases, or ensure that purchases are made only from approved suppliers.

 

[Jim Wynne]

How do you control the ASL especially if a vendor was changed? For example, our internet provider and the vendor request form was not submitted. Does your company train on the procedure? How do we keep this in the forefront of the employees mind?

Without knowing more about your internal requirements, it's hard to give a definitive answer. You seem to have trouble in getting people to honor the requirements, whatever they might be. Work on that problem. Make sure people are aware of the requirements (using training if necessary) and make sure that there are unpleasant consequences for those that don't honor the requirements. Even dogs can be trained to stop pooping in the house.

 

[Zero_yield]

If the people making purchases aren't trained on the Purchasing procedure, that could be a decent-sized gap.

If they're trained on it an ignoring it, that could be more of a management issue. Their boss might need to remind them to use the company credit card correctly. They might not be the correct person to have a company credit card.

Thinking a little further outside the box, how hard is it to update the approved supplier list? If it takes two weeks to update the ASL, but the company is going to lose internet access in less than two weeks, someone might ask for forgiveness rather than permission.

 

[Steve Prevette]

How do you control the ASL especially if a vendor was changed? For example, our internet provider and the vendor request form was not submitted. Does your company train on the procedure? How do we keep this in the forefront of the employees mind?

We did have an event - and yes, it had to be reported to the government client when a person was in a rush to restock a certain supply that was going to hold up work - and circumvented the system. No, the person wasn't fired - but there were consequences for their action, and a lot of training and briefings to all about what to do if you have such a "crisis" and the proper people to get involved in the situation instead of "winging it" by yourself.