New process for 2022 orders

This year, the Financial Affairs Department wanted to test the possibility of placing orders until the end of the year, with the aim of:

• regulating activities in your departments to facilitate stock monitoring, budget monitoring and anticipation of requirements based on planned activities for the period;

• educing the number of deliveries and potential supplier shortages;

• avoiding heavy workloads for support departments during the period at the end and beginning of the financial year as they have to process orders, receive, record and distribute goods received, and register invoices.

Please note, however, that if orders are to be included in the 2022 budget, the related goods must be delivered and services must be completed by December 31. Any deliveries or services after this date will be included in the 2023 budget.

This system will be beneficial for all staff if orders are placed regularly from now on to avoid creating additional workloads towards the end of the year (when there are reduced staff numbers in support departments because of the festive break, suppliers are closed, and a constant staff presence is needed in units and departments to receive deliveries).

Please note that:

• shopping carts can be created until the end of the year,

• expenses will be allocated to 2022 as long as the product is delivered or the service is provided by December 31, 2022,

• it is a good idea to anticipate orders where possible (before December 15) so that all processes can run smoothly and the coordinating teams can process them efficiently.