STANDARD OPERATING PROCEDURES

FOR
PROCUREMENT

QUALITY PROCEDURE

Procurement

Issue No. :
Issue Date :
Rev. No.
:

Owner: M R

01
December 15th 2009
00

Authorized by: C E

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STANDARD OPERATING PROCEDURES

FOR
PROCUREMENT

DISTRIBUTION LIST
Copy No.

Owner: M R

Issued to (Designation)

Authorized by: C E

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FOR
PROCUREMENT

AMENDMENT SHEET
Revision
No.
Date

Owner: M R

Issue No.

Page No

Authorized by: C E

Nature of
Amendment

Approved by

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1. Purpose
The purpose of this procedure is to establish and maintain a
documented system for the procurement of the products and services
to conform to the specified requirements.
2. Scope
This procedure applies to all the items and services, which are
procured in the company.
3. Reference
Quality Manual
Quality Procedure for Suppliers Evaluation
4. Definitions
Item:

Any product or service.

5. Procedure

Procedure Owner:
Step - I.

Step - II.

Step - III.

Step - IV.

Owner: M R

Manager Purchase

Raising the Demand

Anybody within the company can raise a demand for a
required item. The demand is raised on a Delivery Order (DO)
form for items. The demand is recommended by the concerned
manager and forwarded to logistic/finance department. These
Managers check the demands against the requirement and issue
the same if the item is available with them. The forms are
retained by them.
Agreement for Purchase
If the demanded item is not available, Manager
Logistics/Finance will raise a requisition Form F-5-1 and send
to Manager Procurement. The Manager Procurement will sign
the form and take it to the CE for approval.
Obtain Quotations
Once Manager Procurement gets the approval that the
item will be procured through the Local market, he seeks three
quotations from vendors who are on approved Suppliers List
and a comparative statement (F-4-2) is prepared by him and
passed to CE for approval. The order is then placed on the
successful bidder for procurement.
Material Purchased to be inspected
Material purchased to be inspected by concerned
technical persons & make sure material procured meets the
specifications.
Authorized by: C E

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Step - V.

Step - VI.

Procurement of Item
The item is received and inspected against the
specifications by the Manager Finance. If the item is accepted,
the person requesting the item is notified and the item is taken
into stock by Manager Log/Finance in their respective registers.
If there is a problem with the item, the Manager Procurement is
informed and a replacement is requested from the supplier.
Release of Payment
Once the received item has been verified as satisfactory
and the person who requested the purchase has confirmed that
the item meets all the specified requirements, the Manager
Procurement is notified who makes a cheque and the payment
is released.
Associated Documentation

Owner: M R

F-5.1
F-5.2
F-5.3
F-5.4

Requisition Form
Comparative Statement
Purchase Order
Incoming Quality Inspection

Authorized by: C E

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F5.1

Purchase No: _______

Serial No

: _______

REQUEST FORM
Part A
For Project: ...
Address:
Status:
1.

2.

Items Descriptions

Quantity
To be
Bal. Item
Issued
Produce

a)

..

.....

b)

..

.....

c)

..

.....

d)

..

.....

e)

..

.....

f)

..

.....

Name & Designation of Person Raising the Demand.........

Date: ...

3.

Signature: ..

Recommended by Control manager.

Date: ...

4.

Produced

Signature: ..

Part A, Filled & Handed over to Manager Procurement on ...............

Signature Manager Logistic: ..

5.

Received Part A duly Filled on ..........

Signature Manager Production: ..

6.

Decision by Managing Director/Manager Admin ..........

Owner: M R

Authorized by: C E

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Signature: ..
Date: ..

F5.2

Serial No: _______

COMPARATIVE STATEMENT OF PRICES QUOTED BY DIFFERENT

SUPPLIERS/FIRMS FOR THE ITEMS TO BE PURCHASED AGAINST
THE PROJECT
SR. #.
1.

2.

3.

4.

5.

6.

Items

Qty

..

Suppliers

. M/S..

Prices

. M/S..

. M/S..

..

. M/S..

. M/S..

. M/S..

..

. M/S..

. M/S..

. M/S..

..

. M/S..

. M/S..

. M/S..

..

. M/S..

. M/S..

. M/S..

..

. M/S..

. M/S..

. M/S..

Issued Date & Sig.: ..

Purchase Manager.
Approval Date & Sig.: ..
Owner: M R

Authorized by: C E

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Manager Procurement.
Approval Date & Sig.: ..
Chief Executive.

Owner: M R

Authorized by: C E

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F5.3

Serial No: _______

Date: ___________

PURCHASE ORDER
To,
.
.

Dear Sir,
Kindly refer your quotation Nodatedfor supply of the
items mentioned below. The competent authority has approved your rates. You are
requested to supply the items as per specifications and quantity mentioned against
each within a period of.days.
SR. #

Items name & Specification

Prices

Quantity

Total Cost

1.

..

2.

..

3.

..

4.

..

5.

..

6.

..

7.

..

8.

..

9.

..

10.

..

..

Grand Total:
Note:

The Bill / Invoice for payment may be submitted in triplicate.

Educator reserves the right to reject any item or withhold payment if any
item is found not in accordance with the given specifications.

Owner: M R

Authorized by: C E

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Yours sincerely,
(Manager Procurement)

Owner: M R

Authorized by: C E

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F5.4

Serial No: _______

MATERIAL INCOMING QUALITY INSPECTION

SR. #

Items name & Specification

Packing

Quantity

Quality

1.

..

2.

..

3.

..

4.

..

5.

..

6.

..

7.

..

8.

..

9.

..

10.

..

Inspection Report Summary

Visual Inspection: .
.
.
Measurement: ...
.....
.
Final Store Position: .
.
.
____________
Security Incharge

Owner: M R

______________
Store Officer

___________
Store Incharge

Authorized by: C E

__________
Purchase Dept.

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Signature C.E. :______________

Owner: M R

Authorized by: C E

Page 46