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Purchase Planning/Request

AS IS Business Processes Document No:


MBL_ASIS_MM_MBL002_ver. 00

Business Process Owner:

Name Mr.

Designation Manager

Process Responsibility Materials Management

Core Team member

Brief Process Description and Process Scope:


Purchase Planning – The system will provide Projected Purchase Quantity with Schedule for each Raw material and Packing Material. This process will plan
for replenishments based on the consumption plan (Requirements) for each Raw and Packing material. This is the most important process for Purchase
module.

Key activities:

No Activity Inputs Outputs Mechanism Control/Validations


1. Select Item Code Item code Display of Item Name & Manually Item code must exists in Item
UOM Master
2. Select Packing size Select from master Quantity for planning Manually Packing size must exists in Item
Master

Page 1 of 20
Purchase Planning/Request
AS IS Business Processes Document No:
MBL_ASIS_MM_MBL002_ver. 00

No Activity Inputs Outputs Mechanism Control/Validations


3. Plan preparation for the next 3 Nos. of Months to Display of next month Manually Store in data table
Months (in seasons requirement) Plan: wise planning (3
Plan preparation (based on (Days to plan) months or more)
information/requirement from
Sales) for the given period
generally it is for the monthly
basis.

4. No of days Inventory Required Figure of Nos. of Days To calculate closing Manually Store in data table
considering lead time / ordering stock / inventory for
size – month wise the nos. of days.
5. Requirement (for up to 3 months) Enter Item Requirement for next 3 Manually Store in the data Table
Requirement (for the period) requirement figure months for planning
For the period
6. Remarks Item wise Enter remarks Display of remarks in Manually Store in the data Table
Purchase plan report
7. Reference Number Auto Generated Display Reference & Manually Store The Ref. Number & Date in
Date the data Table
RM Buyer
8. Sales Head sends the Purchase Plan Email to Production/ E-Mail to Approver, Manually Approver & Authorizer with Email
to Plant head and Purchaser and in Authorizer. Address must exist.
turn approver sends to Purchaser
9. After authorization the Purchase E- mail to Purchaser Generate dispatch Manually Reject or Authorize possible
Plan will go automatically to the schedule as per Mapping with As Is of PO
purchaser along with the mail for purchase plan for preparation

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Purchase Planning/Request
AS IS Business Processes Document No:
MBL_ASIS_MM_MBL002_ver. 00

No Activity Inputs Outputs Mechanism Control/Validations


registering dispatching the Order pending qty and ‘To
After authorization the Purchase Order qty’.
Plan will go to the purchaser
to initiate the procurement activity .
10. Revision in Purchase plan due to Editions/changes Revised plan Manually Re-approval is required
rejection or fluctuation in reqr.

Preconditions:
1. The Material Item code should be present in the Item code master.
2. Unit of measurement should be present in the Item master.
3. Packing Size/ ordering size should be present in the Item master wherever applicable.
4. Market survey report is must, which contains availability source and qty. Although the availability may be uncertain.
5. Maximum, Minimum, Ideal Stock Quantity, Ideal Stock Value, Lead-time must exist in item master.
6. Stock, if any available for the Job or Department or other department should be shown.

Business Rules:
1. Items should be linked to each department.
2. The planning is based on reorder point policy for all the Raw materials.

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Purchase Planning/Request
AS IS Business Processes Document No:
MBL_ASIS_MM_MBL002_ver. 00

3. The Purchase plan can be re-run for consumption plan amendments on latest estimate plan, changes to input parameters like closing quantity, etc.
4. Approved purchase plan will be used by Purchase officers to float enquiries and to finalize the purchase quantity and delivery schedule for the
selected months. The suggested quantity may overwrite considering all practical aspects
5. Purchase plan will be made for previous, current, next and selected months.
6. The Purchase Plan can be prepared for Items of Specific Plant
7. The planning is based on reorder point policy (includes pending order / Outline Agreements quantity with stipulated schedules) for all the Raw
materials.
8. The pending order / Outline Agreements quantity with stipulated schedules to be considered in Purchase Plan.

Basic Flow:
1. The User logs into the system using his/ her User Id and password.
2. The User selects Item code from Item master.
3. The User specifies Requirement for the nos. of months (up to next 3 months).
4. The User Enters remarks Item wise if any.
5. User sends the Purchase Plan for approver and in turn approver sends Purchase Plan to authorizer. After authorization, Purchase Plan will go
automatically to the purchaser along with the mail for registering the same.
6. Indent raised by RM Buyer

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Purchase Planning/Request
AS IS Business Processes Document No:
MBL_ASIS_MM_MBL002_ver. 00

Process Exceptions / Variations:


1. Production Planning / Production Target will be the basis for preparation of indent i.e 9000KL per batch.
2. Production Planning will be prepared once in a year before commencement of the financial year.
3. Item master must specify minimum, ideal stock/ and minimum order lot size and maximum stock, which is not available in present system.

Interface:
With Process Departments.

Key Reports:
S. No. Brief Description of Report Frequency Nature of report (Statutory/Non-Statutory)
1 Purchase Plan Non-Statutory
2 Purchase Plan summary Non-Statutory
3 Proponed / postponed Notes Non-Statutory
4 Production Planning & Target Yearly Non-Statutory

Current Issues:
1. Purchase Plan report is being prepared in Excel Sheet.
2. Report of Purchase Plan summary is not available in current system.
3. Proponed / postponed Notes are not available in current system.

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Purchase Planning/Request
AS IS Business Processes Document No:
MBL_ASIS_MM_MBL002_ver. 00

4. Market Survey Report prepared by forest Depot staf


5. Purchase Plan input screen and process, Purchase Plan summary report are required in new system as per attached annexure.
6. Reason for amendments in purchase plan should be registered in system. Subsequent report is also required for the same.
7. Indent to generate as per approved Purchase Plan.
8. Option of generation of purchase order (as per prefixed / last PO terms & conditions), if required.
9. O/s, Receipt, Issue & Closing stock fetched from stores report from department report.
10. Sudden variation control? Due to unexpected requirement apart from planner (purchase plan)

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Purchase Planning/Request
AS IS Business Processes Document No:
MBL_ASIS_MM_MBL002_ver. 00

Annexure
Screens for Purchase Plan:
Item Code: Item Name
No of Months to
Plan:
Pur Plan Dt RM Code Unit No of days Inventory Reqd
Max Stock Min Stock Packing size
Ideal StkQty Ideal Stock value
Lead Time Prepared On Dt:
"Today"
Pending Orders:

Closing Stock Closing Stock


Receipts for Editing
As Opening Pendin Previo To Consumpti
Total
Month To Order Ordered Stock g us Order on (Qty.) Value Remarks Qty Value
Previous Xxxxxxx xxxxxxx xxxxxxx xxxxxx Xxxxxx xxxxxxx xxxxxxx xxxxxxx
x x Xxxxxxx Xxxxxxx

Current Xxxxxxx xxxxxx xxxxxxx Xxxxxx Xxxxxx xxxxxxx xxxxxxx xxxxxxx


x x Xxxxxxx Xxxxxxx

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Purchase Planning/Request
AS IS Business Processes Document No:
MBL_ASIS_MM_MBL002_ver. 00

Next Xxxxxxx xxxxxx xxxxxx Xxxxxx Xxxxxx xxxxxx xxxxxx xxxxxx


x Xxxxxxx Xxxxxxx

Details Ordered Pending Receipts Dely


Orders Schedule

Remarks

Approved By Manager Sr. Vice President

As Ordered
Vendor Vendor PO PO Delivery Schedule
Code Name No Date Qty UOM Qty Date

Total

Pending Orders

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Purchase Planning/Request
AS IS Business Processes Document No:
MBL_ASIS_MM_MBL002_ver. 00

Vendor Code Vendor Name PO No PO Date PO Qty Qty Recd Date

Total

Receipts
Vendor Vendor Qty
Code Name PO No PO Date PoQty GRI NO Recd Date

Total xxxx

Recommended
Delivery Schedule
Qty Date

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Purchase Planning/Request
AS IS Business Processes Document No:
MBL_ASIS_MM_MBL002_ver. 00

Process:
Approved summed consumption plan for Current and next 3 months (across all departments and plants from the system).

Closing stock of current (Month1) and next 2 months (Month2, Month3)

Do purchase planning for the specified RM code (across all department requirements).

Select Item Code.

Display Item name, UOM, Packing Size, Max Stock, Min Stock, Ideal Stock, Ideal Stock Value, Lead time and date.

Allow user input to ‘No of days Inventory Required’

Allow user input for ‘No of months to plan’.

Depending on the no of months selected, display details for each of the months as follows,

For Previous Month

Display totals in terms of quantity for;

To Order from previous month’s Purchase Plan,

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Purchase Planning/Request
AS IS Business Processes Document No:
MBL_ASIS_MM_MBL002_ver. 00

As Ordered from Approved Purchase Orders,

Opening Stock for the month from Item master,

Receipts for the month from GRI against orders placed in the month,

Receipts for the month from orders placed in the month excluding the previous month,

Consumption,

Closing Stock from Item Master

Closing stock value from financial item master .All these values are non editable.

Details for As Ordered will display PO (PO No, Qty and date) placed during the month.

Details for receipts for approved orders placed during the month will display GRI (GRI No, Qty and date) received during the month.

Details for receipts for approved orders placed excluding the previous month will display GRI (GRI No, Qty and date) received during the month.

For Current Month

Display totals in terms of Quantity

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Purchase Planning/Request
AS IS Business Processes Document No:
MBL_ASIS_MM_MBL002_ver. 00

As Ordered from Approved Purchase Orders,

Opening Stock (Closing Stock of Previous Month) of the month from Item Master,

Expected Receipts for the month from Approved POs placed in the previous month.(a)

Expected Receipts for the month from Approved POs placed excluding the previous month.(b)

Expected Receipts for the month from approved orders = a + b

Display Expected ‘To Order’ for the month. (c)

Total expected Receipts for the month = a + b + c

Closing Stock is non editable and will be calculated as follows:

Closing stock = Consumption * No of days of Inventory to maintain/30

User is provided another field for editing closing stock. User can modify the closing stock to get the quantity to be ordered for this month.

To Order will be calculated as follows:

To Order = (Closing Stock + Consumption - Opening Stock - Receipts for the month from approved orders)

To Order is further refined to a multiple of packing size.

Closing stock is recalculated to (Opening Stock + Expected Receipts + To Order – Consumption)

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Purchase Planning/Request
AS IS Business Processes Document No:
MBL_ASIS_MM_MBL002_ver. 00

Details for Receipt will display Expected delivery for the month (PO NO, Qty and Date) through approved orders placed in the previous months.

Once ‘To Order’ is calculated for the month, the system will calculate the delivery schedule by dividing the delivery schedule on a weekly basis for the
month.

Closing stock value is calculated as follows:

Opening stock value for the month = closing stock value of previous month from financial.(A)

Value of Receipts for the month = sum of each (PO value*Received Qty/PO Qty)(B)

Value of Expected Receipts for the month = sum of (PO value * Expected Receipt Qty/PO Qty)(C )

Rate for Consumption = (A + B + C)/QTY (A+B+C)

Value of Consumption = Rate * Consumption qty. (D)

Value of Closing stock = A + B+ C -D

For Month 1

Display totals in terms of Quantity

Opening Stock (Closing Stock of Previous Month) of the month from Item Master,

Expected Receipts for the month from Approved POs placed in the previous month.(a)

Expected Receipts for the month from Approved POs placed excluding the previous month.(b)

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Purchase Planning/Request
AS IS Business Processes Document No:
MBL_ASIS_MM_MBL002_ver. 00

Expected Receipts for the month from approved orders = a + b

Display Expected ‘To Order’ for the month. (c)

Total expected Receipts for the month = a + b + c

Closing Stock is non editable and will be calculated as follows:

Closing stock = Consumption * No of days of Inventory to maintain/30

User is provided another field for editing closing stock. User can modify the closing stock to get the quantity to be ordered for this month.

To Order will be calculated as follows:

To Order = (Closing Stock + Consumption - Opening Stock - Receipts for the month from approved orders)

To Order is further refined to a multiple of packing size.

Closing stock is recalculated to (Opening Stock + Expected Receipts + To Order – Consumption)

Details for Receipt will display Expected delivery for the month (PO NO, Qty, Date) through approved orders placed in the previous months.

Once ‘To Order’ is calculated for the month, the system will calculate the delivery schedule by dividing the qty to be delivered on a weekly basis for the
month.

Opening stock value for the month = closing stock value of previous month

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Purchase Planning/Request
AS IS Business Processes Document No:
MBL_ASIS_MM_MBL002_ver. 00

Value of Receipts for the month = sum of each (PO value*Received Qty/PO Qty)(B)

Value of Expected Receipts for the month = sum of (PO value * Expected Receipt Qty/PO Qty)(C )

Rate for Consumption = (A + B + C)/QTY (A+B+C)

Value of Consumption = Rate * Consumption qty. (D)

Value of Closing stock = A + B+ C -D

For Month 2

Display totals in terms of Quantity

Opening Stock (Closing Stock of Previous Month) of the month from Item Master,

Expected Receipts for the month from Approved POs placed in the previous month.(a)

Expected Receipts for the month from Approved POs placed excluding the previous month.(b)

Expected Receipts for the month from approved orders = a + b

Display Expected ‘To Order’ for the month. (c )

Total expected Receipts for the month = a + b + c

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Purchase Planning/Request
AS IS Business Processes Document No:
MBL_ASIS_MM_MBL002_ver. 00

Closing Stock is non editable and will be calculated as follows:

Closing stock = Consumption * No of days of Inventory to maintain/30

User is provided another field for editing closing stock. User can modify the closing stock to get the quantity to be ordered for this month. User can modify
the closing stock to get the quantity to be ordered for this month. If this is the last month for which the orders are being planned, then closing is zero’0’.

To Order will be calculated as follows:

To Order = (Closing Stock + Consumption - Opening Stock - Receipts for the month from approved orders)

To Order is further refined to a multiple of packing size.

Closing stock is recalculated to (Opening Stock + Expected Receipts + To Order – Consumption)

Details for Receipt will display Expected delivery for the month (PO NO, Qty and Date) through approved orders in the previous months.

Once ‘To Order’ is calculated for the month, the system will calculate the delivery schedule based on number of days inventory to be maintained and by
dividing the delivery schedule on a weekly basis for the month.

Hence, Total Quantity ‘To Order’ through the purchase plan = To Order for Current Month + To Order for Month 1+ To Order for Month + To Order for last
Month

Opening stock value for the month = closing stock value of previous month

Value of Receipts for the month = sum of each (PO value*Received Qty/PO Qty)(B)

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Purchase Planning/Request
AS IS Business Processes Document No:
MBL_ASIS_MM_MBL002_ver. 00

Value of Expected Receipts for the month = sum of (PO value * Expected Receipt Qty/PO Qty)(C )

Rate for Consumption = (A + B + C)/QTY (A+B+C)

Value of Consumption = Rate + C -D * Consumption qty. (D)

Value of Closing stock = A + B

The purchase planning is done with delivery schedule of weekly deliveries. The plan will show planned and approved orders. The previous month will only
consider approved orders and ignore planned orders. The transaction will make changes to the delivery schedule and/or quantities for the orders planned
that are for pending for current and specified months. The current month can also have approved orders. The next months will have only planned orders.
Planned orders may also be for current month.

Outputs: Calculate Order quantity and Recommend to prepare Purchase orders, proponed or post pond quantities for current and specified months for
calculated quantity and delivery schedule.

Report Purchase plan summary

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Purchase Planning/Request
AS IS Business Processes Document No:
MBL_ASIS_MM_MBL002_ver. 00

Purchase Plan Summary

Ite Item U Stk. Ideal Pending Enquiry Pendin Fresh Enquiry


July 2018 August 2018 September 2018
m Name O as on Stock g (To Send)
Co M (Dat (1 Pending Requirement Stk. Pending Re Stk. Pending Req. Stk. as Enq. Enq. Qty. Quota Qty. Delivery
de e) Time) Order as on Order q. as on Order on No. Date tion Schedule
01/0 01/1 01/11/
9/18 0/18 18
Qt Deliver Tot. Issue Bala Qty. Delivery Qty. Delivery Schedule
y. y Req. d Nce Schedule
Schedu
le

September

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Purchase Planning/Request
AS IS Business Processes Document No:
MBL_ASIS_MM_MBL002_ver. 00

October

November

User Inputs: Start and End Item code

User mode: Enquire (Report)

User access: Purchase group

Process: For the requested inputs, display the following for current and next 3 months: Item name, Unit of measure, Current stock, Ideal stock, Pending
order quantity and schedule (Firm orders for previous month), Pending order quantity and schedule (Firm orders for current month), Requirement (Total
required – Issues = Balance), Current month stock (Pending orders for current and previous months – Balance), Firm orders for next 3 months,
Requirements for next 3 months, Stock of next 3 months (Month2 stock = Current month stock + (Firm order for Month2 – Requirement of Month2) and
Month3 stock = Month2 stock + (Firm order for Month3 – Requirement of Month3), Pending Enquiry no, Enquiry date, Enquiry quantity, Pending quotation
quantity, Fresh enquiry to send = Month3 stock + Pending enquiry quantity + Quotation quantity.

Outputs: Report on Purchase plan summary.

Role
Name Signature Name Signature Name Signature Name Signature

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Purchase Planning/Request
AS IS Business Processes Document No:
MBL_ASIS_MM_MBL002_ver. 00

Functional Head

Functional Head

Process Owner

Process Owner

Process Owner

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