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> Purchasing
Purchasing
1. Needs Assessment
Identify the need for the product or service.
Define specifications and requirements.
Determine budget constraints.
Gather input from stakeholders.
2. Supplier Research
Identify potential suppliers.
Evaluate supplier reputation and reliability.
Review supplier certifications and compliance.
Request and analyze product samples if applicable.
3. Request for Proposal (RFP)
Prepare RFP documentation.
Outline evaluation criteria.
Distribute RFP to selected suppliers.
Set a deadline for submissions.
4. Proposal Evaluation
Collect and review received proposals.
Compare proposals based on criteria.
Conduct supplier interviews or presentations.
Score and rank proposals.
5. Negotiation
Prepare for negotiation with shortlisted suppliers.
Discuss pricing, terms, and conditions.
Clarify delivery schedules and service levels.
Finalize agreements and contracts.
6. Purchase Order Creation
Generate purchase order (PO) based on finalized agreement.
Include all relevant details (quantities, prices, delivery dates).
Send PO to the selected supplier.
7. Order Confirmation
Confirm order receipt with the supplier.
Verify that all details are correct.
Obtain estimated delivery dates.
8. Delivery and Inspection
Monitor delivery schedule.
Inspect received goods/services for quality and compliance.
Document any discrepancies or damages.
9. Payment Processing
Verify invoices against the purchase order and delivery receipt.
Process payment according to agreed terms.
Maintain records for accounting and auditing purposes.
10. Supplier Evaluation
Assess supplier performance post-delivery.
Gather feedback from stakeholders involved.
Document lessons learned and improvement areas for future purchases.
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