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Purchasing process

1. Needs Assessment

Identify the materials or services required.

Determine specifications and quality standards.

Estimate the quantity needed.

Assess the urgency of the need.

2. Supplier Selection

Research potential suppliers.

Evaluate supplier capabilities and reliability.

Request quotes or proposals from multiple suppliers.

Compare pricing, terms, and delivery schedules.

Check references and reviews for supplier performance.

3. Approval Process

Prepare a purchase requisition.

Submit the requisition for managerial approval.

Ensure compliance with budgetary constraints.

Document any necessary justifications for the purchase.

4. Purchase Order Creation

Draft the purchase order with all necessary details.

Include specifications, quantities, prices, and delivery terms.

Review the purchase order for accuracy.

Send the purchase order to the selected supplier.

5. Order Confirmation

Receive confirmation of the order from the supplier.

Verify the details of the confirmation against the purchase order.

Address any discrepancies or concerns with the supplier.

6. Receipt of Goods/Services

Prepare for the arrival of goods/services.

Inspect received items for quality and quantity.

Document any discrepancies or damages.

Update inventory records accordingly.

7. Invoice Processing

Receive and review the supplier's invoice.

Match the invoice with the purchase order and receipt of goods.

Approve the invoice for payment if everything aligns.

8. Payment Processing

Process payment according to agreed terms.

Ensure proper documentation is retained for financial records.

Monitor payment timelines to maintain supplier relationships.

9. Supplier Performance Evaluation

Assess supplier performance based on quality, delivery, and service.

Document feedback and maintain records for future reference.

Consider adjustments to supplier relationships as needed.

10. Continuous Improvement

Review the purchasing process for efficiency.

Gather feedback from stakeholders involved in the process.

Implement changes to improve future purchasing activities.

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