2103.05 - F&B Purchases - Inventory System

Accounting Policies and Procedures Delaware North Companies, Inc.

2100 - ACCOUNTS PAYABLE & PURCHASING

Title: Food and Beverage and All Other Non-Retail Purchases – Electronic / Automated Inventory Tracking System Number: 2103.05 Effective: 3/1/09 Revised: 7/8/16 Responsible: Corporate Revenue & Disbursements

POLICY

All purchases will be authorized.

PURPOSE

To ensure all purchases are authorized.

Corporate and Unit locations

ROLES & RESPONSIBILITIES

Purchaser  Responsible for completing purchase order documentation (when necessary) and ensuring that all food and beverage and all other purchases are made in accordance with policy.

Authorized Approver per the Authorized Purchasers List  Responsible for ensuring all food and beverage and all other purchases are properly authorized.

PROCEDURES

Note: For required approvals please see DNC Policy 259.00 – Approval Authority Matrix and the associated Subsidiary Specific Matrices for additional policies.

1. The Purchaser will enter the Purchase Order information into the system.

Note: For Birchstreet users, Purchase Orders must be entered through the “Inventory” section, with the correct department and ledger account.

2. Food and beverage and all other purchases will be approved according to the Authorized Purchasers List (F2103.01A – See Policy 2103.01 – Authorized Purchasers List) maintained and updated at the unit.

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Note: If Standing Purchase Order Authorization exists, there is no need for the Purchaser to obtain further approval (i.e. manual signature or e-mail approval). See Policy 2103.07 – Standing Purchase Orders.

3. The Purchaser will obtain approvals / authorization by one of the following methods:

 Manual approval:

o The Purchaser will print the Purchase Order from the system.

o The Authorized Approver will sign the Purchase Order.

 Electronic approval:

o The Purchaser will send an e-mail to the Authorized Approver according to the Authorized Purchasers List (F2103.01A) including the following information:

 Purchase Order Number  Vendor Name  Purchase Order Total  Date

o The Authorized Approver will review the e-mail and reply indicating approval or denial of the Purchase.

o If the purchase is approved, the Purchaser will print the e-mail to attach to the Purchase Order from the system. (CR 4A.2.3.1)

 Birchstreet Workflow:

o The Purchaser will notify the Authorized Approver according to the Authorized Purchasers List (F2103.01A).

o The Authorized Approver will review the purchase order within Birchstreet and approve.

Note: “Confirming Purchase Orders” must follow the manual or electronic approval process prior to ordering.

4. The Purchaser will place the order.

5. On a daily basis, the Purchaser will send the Purchase Order and authorization to the Unit Accounts Payable Department.

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EXCEPTIONS

RECORDS

DETAILED PROCEDURES

 How to complete a Purchase Order in the electronic / automated inventory tracking system

RETENTION

All documentation in this section will be retained for a period of 10 years or in accordance with applicable contracts, whichever is the greatest length of time.

Parties listed will be responsible for retention of the corresponding document: