The Detroit times., 1911-06-08
oRDINANCE No saa-

AN ORDINANCE to prevent dupiica-
ton and errors In the payment or
accounts and to facilitate the audit
Ing thereof by providing for a triph-
cate order system.
IL IL hereby ordained by the People
OF the City OF Detroit:
section i. That each Department or
the City OF Detroit In making out or
ders on contracts or for market pur-
chases shall make out the same In
triplicate. one copy to be retained by
the Department. one to be furnished
TO the party supplying the order and
a third TO be furnished the Controller
This shall not apply. however. TO POOR
for provisions and supplies for poor
persons. to Police acquisitions for
meals and for such items as are com
monty included under Petty Cash Ac-
counts and Expenditures and such
other orders or classes or orders as
may be exempted by agreement or any
or the Departments and the Controller.
Sec. 2. Each such order shall bear
4 number uniform on all three copies
and any voucher or vouchers sent later
TO the office OF the Controller for audit
and approval shall bear the same
ers shall be sent to the Controller Tor
audit containing Items representing
partial deliveries on more than ono
order. 1t shall be permissible now
era containing invoices for more ,hhn
one order In case such vouchers SHOW
complete delivery OF each OF salu
orders. but In such case all OF the
order numbers shall be properly
shown upon such voucher for the pur-
pose OF reference and comparison Win
the original order numbers.
Sec. 3. On all contracts Tor mate.-
inls. supplies. etc, the Controller
office shall be furnished with copies
OF orders calling for partial or com
plete delivery as specified In the con-
tract and all vouchers Issued In pay
ment OF supplies, materials, etc. SUP
piled under contract shall bear such
order number for purposes Oh conn
parison.
Sec. 4. Whenever any such order
shall be for supplies. materials, etc"
purchased In the open market otneI,
wise than by contract, such orde. sna.
show the number, quantity ana CLASS
OF goods ordered. whenever the pa.,y
supplying said goods shall be uhapIe
to make complete delivery or the same
at one time, such items az cannot tnsn
be delivered shall be Cancelled on the
order and notification be given 10 the
Controller, by debit order SIP, OF
such cancelled items together win the
reasons In brief for such cancellatloh.
III all OF part OF such Cancelled items
are TO be delivered later. a new tripn-
cate order shall be made out In the
manner herelnbefore provided.
Sec 5. On all orders made unoer
contract the contract cost OF goods or
supplies shall be noted On all open
market orders the copy retained py
nished the Controller shall state the
price quoted and the price estimated:
but these prices shall not be inserted
In the copy OF the order furnished the
party supplying the same. In all cases
where the Department has secured
price quotation the total amount OF
the entire order as well as the unit
cost shall be shown under the head OF
"price quoted" and in all cases where
n definite price has not been secured.
IL shall be the duty OF the Department.
TO secure an approximate price when
shall be noted as aforesaid UNDER tne
head OF price estimated, so that the
Controller may be enabled to estimate
the total amount OF demands accru-
ing on open market orders ana s us.u
against orders accumulating against
any sub-funds In excess OF the amount
available In such sub funds
Sec. 8. 1t shall be the duty OF tho
Controller TO compare all vouchers
with his copy OF the order Issued for
the delivery OF the goods for the pay
rnent OF which such vouchers are Is
sued, and TO keep such orders upon
file in his records after such coInpari-
son and audit OF the vouchers.
sec Z All copies OF orders shall be
mailed or delivered to the Controller
on the same day on which they are
Sec. 8. In case OF the entire or par.
tial cancellation OF any order II shall
be the duty OF the originating depart
IN emit to at once not1y the Cohtroler
of such cancellation.
Sec 9. All forms OF orders aud
vouchers TO be used by the various
city departments In compliance with
this ordinance shall be uniform and IL
shall be the duty of the Chief ,Ac-
countant to prepare such blanks and
forms and TO instruct the bookke.p-
ers OF said departments. as to the
methods to be followed.
Sec 10. Ali vouchers presented 20
the Controller for audit shall bear
upon the proper space provideu or
upon n slip attached. the certificate OF
the department empioye receiving and
recei citing for said materials or sup
niles and In case goods shall have
been received by several such en-
pioyes the receipt slips bearing the
siRnatures OF each of said employees,
certifying for their respective por-
tons thereof, shall be attached to the
voucher. said receipt slip shuii be
made in duplicate eHe-eepy to BE
retained by the department receiving
the goods and the other attached to
the voucher
Sec. II, This ordinance shall take
effect July LIST, 1911.
Approved May 81, 1911.
VIM. b. THOMPSON.
Mayor