Get Full Government Meeting Transcripts, Videos, & Alerts Forever!
Get email alerts on the Procurement Controls topic
No spam. Unsubscribe anytime.
Committee presses for purchase-order controls and auditor-ready receipts
Summary
Members discussed implementing purchase requisitions, purchase orders and receipt controls similar to school-district procedures (Ascender and FASRAC referenced) to ensure vendors and expenditures can be verified during audits.
Committee members discussed procurement controls used in larger public entities and how similar requirements could apply to Gholson. The group emphasized the need for a documented requisition and purchase-order workflow, receipts retained by vendor and function, and a system to produce month-to-month accounting reports.
"If you follow those kinds of steps, you won't get yourself where you don't have receipts for things," one committee member said while outlining a school-district style requisition and check-signing process. The software name 'Ascender' and an accounting numbering system 'FASRAC' were mentioned as examples of systems that produce auditable records.
Members asked for clarity on what the city's current accounts-payable and purchase-order process produces and urged staff to provide vendor-level invoices and receipts for committee review in advance of the next meeting. The committee agreed to delay deep document review until February but requested staff prepare reports and vendor folders so the committee can inspect supporting invoices.
