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> Procurement
Procurement
1. Planning Phase
Define procurement objectives.
Identify stakeholders and their requirements.
Conduct market research to identify potential suppliers.
Develop a procurement strategy and timeline.
Prepare a budget for procurement activities.
2. Supplier Selection
Develop evaluation criteria for suppliers.
Create a list of potential suppliers.
Issue Request for Proposals (RFP) or Request for Quotations (RFQ).
Evaluate supplier proposals and qualifications.
Conduct supplier interviews or site visits if necessary.
3. Contract Negotiation
Prepare contract terms and conditions.
Negotiate pricing, delivery, and payment terms.
Review legal implications and compliance requirements.
Finalize the contract and obtain necessary approvals.
Ensure that all parties understand their obligations.
4. Order Placement
Issue purchase orders to selected suppliers.
Confirm order details with suppliers.
Communicate delivery timelines and expectations.
Ensure all documentation is in order and accessible.
Track the order status and maintain communication with suppliers.
5. Delivery and Receipt
Inspect received goods or services for quality and compliance.
Document any discrepancies or issues with deliveries.
Manage the receipt of invoices and verify against purchase orders.
Approve payments for delivered items or services.
Update inventory or asset records as needed.
6. Performance Review
Evaluate supplier performance against agreed criteria.
Gather feedback from stakeholders regarding procurement outcomes.
Identify areas for improvement in supplier relationships.
Update procurement processes based on lessons learned.
Conduct regular reviews of supplier contracts and terms.
7. Record Keeping and Documentation
Maintain accurate records of all procurement activities.
Archive contracts, orders, and communications for future reference.
Ensure compliance with legal and regulatory requirements.
Document any changes or amendments to contracts.
Review and update procurement policies and procedures regularly.
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