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Home > Manufacturing > purchase of material & service

purchase of material & service

1. Needs Assessment

Identify the materials and services required for production.

Determine the quantity needed and the timeline for delivery.

Review specifications and quality standards for each item.

2. Supplier Research

Identify potential suppliers for the required materials and services.

Evaluate supplier capabilities, reputation, and reliability.

Gather information on pricing, lead times, and terms of service from each supplier.

3. Request for Quotation (RFQ)

Prepare and send out RFQs to selected suppliers.

Specify requirements, delivery dates, and terms and conditions.

Set a deadline for suppliers to respond with their quotes.

4. Quote Evaluation

Analyze received quotes based on price, quality, and delivery terms.

Compare suppliers using a weighted scoring system if needed.

Consider total cost of ownership, including shipping and handling.

5. Supplier Selection

Select the most suitable supplier(s) based on evaluations.

Check references and past performance of the chosen suppliers.

Negotiate terms and conditions, including payment and delivery schedules.

6. Purchase Order (PO) Creation

Prepare a formal purchase order including all agreed-upon terms.

Ensure accuracy in material specifications, quantities, and pricing.

Submit the PO to the selected supplier(s) for confirmation.

7. Order Confirmation

Obtain confirmation from the supplier regarding the order details.

Verify delivery schedules and any potential issues.

Document any changes or amendments to the original order.

8. Receipt of Materials/Services

Inspect received materials/services against the purchase order.

Check for quality and compliance with specifications.

Document any discrepancies or issues for resolution.

9. Payment Processing

Verify invoices received against purchase orders and delivery receipts.

Process payments according to agreed terms and conditions.

Keep records of all transactions for future reference.

10. Supplier Performance Review

Evaluate supplier performance based on quality, timeliness, and service.

Provide feedback to suppliers and document any issues.

Maintain a record for future reference and ongoing supplier management.

11. Continuous Improvement

Analyze purchasing processes for efficiency and effectiveness.

Implement changes based on feedback and performance reviews.

Stay updated on market trends and supplier developments to enhance procurement strategies.

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