Final answer:
The general ledger department does not typically have a copy of the Purchase Order. POs are used by the purchasing, receiving, and accounts payable departments to facilitate ordering, receiving, and payment processes, respectively. The general ledger reflects the financial impact of the transactions but does not hold copies of POs.
Step-by-step explanation:
The department that does not typically have a copy of the Purchase Order (PO) would be the general ledger department. In the context of business operations, the general ledger is a complete record of all financial transactions over the life of an organization. Purchase Orders are typically distributed among the purchasing department, which is responsible for making the orders; the receiving department, which checks the goods received against the PO; and accounts payable, which uses the PO to match the invoice for payment. The general ledger, however, is more of an overarching record that would include the financial impact of the transaction rather than the transaction-specific document like a PO.
- The purchasing department often initiates the PO and hence has a copy.
- The receiving department uses the PO to verify the goods received.
- Accounts payable needs the PO to match invoices for payments.
- The general ledger records financial data but does not hold copies of POs.
It is important to note that while the general ledger will reflect the transaction once it has been made, it does not require a copy of the PO itself as part of its records.