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Purchasing Procedure

1. The purchasing procedure provides transparency and consistency for procuring materials. 2. It outlines the process for requesting materials through a purchase requisition, canvassing suppliers, issuing a purchase order, receiving and inspecting delivered materials, and filing documents. 3. Adherence to this procedure helps ensure proper costing and supplier compliance while expediting deliveries.

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Mark Roger Huberit II
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Download as PDF, TXT or read online on Scribd
181 views

Purchasing Procedure

1. The purchasing procedure provides transparency and consistency for procuring materials. 2. It outlines the process for requesting materials through a purchase requisition, canvassing suppliers, issuing a purchase order, receiving and inspecting delivered materials, and filing documents. 3. Adherence to this procedure helps ensure proper costing and supplier compliance while expediting deliveries.

Uploaded by

Mark Roger Huberit II
Copyright
© © All Rights Reserved
Available Formats
Download as PDF, TXT or read online on Scribd
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PURCHASING PROCEDURE

1.0 PURPOSE

The purpose of this procedure is to provide transparency and consistent


documentation and method for the control of materials procurement.

This shall ensure of proper costing of materials and proper supplier compliance
and faster deliveries.

2.0 SCOPE

This procedure is applicable to both main office and project sites request for
materials, this documents and information's herein is the property of AMWELD
INDUSTRIAL SERVICES AND TRADING and is issued in strict compliance.

It shall be not reproduced, copied or given to any party without express


permission.

3.0 REFERENCES

3.1 ISO 9001:2008 Quality Management System - Requirements


3.2 ISO 9000:2005 Quality Management System – Fundamentals and
Vocabulary

4.0 DEFINITIONS

Inspection – conformity evaluation by observation and judgment accompanied as


appropriate by measurement, testing or gauging.

Test – determination of one or more characteristics according to a procedure.

Validation – confirmation, through the provision of objective evidence, that the


requirements for a specific indented use or application have been fulfilled.

Purchase Requisition (P.R.) – is a request or instruction to Purchasing to


procure a certain quantity of a material or a service so that it is available at a
certain point in time. It also includes the complete description and quantity of the
item to be purchased.

Purchase Order (P.O.) – is a document issued to a seller, indicating the


description, type, quantities, prices, discount, payment terms and condition for
products or services the seller will provide.

Canvass Form – is a document wherein two (2) to three (3) suppliers are
indicated for comparison of prices and technical offers. Quotations from the three
suppliers are being attached to this as supporting document.
PURCHASING PROCEDURE

Project Materials – these are the materials to be utilized during and after the
construction phase of the project. It may also be reflected in the Final Bill of
Quantities (BO3) submitted by Project In-charge.

Non-project Materials – these are the materials usually for office purposes such
as ink, office supplies and Photocopier toner.

5.0 PROCEDURES

5.1 PURCHASING MATERIALS


DOCUMENT
RESPONSIBLE ACTIVITY
EVIDENCE

Requestor 1. Seek P.R. Form from the Purchasing Purchase


staff. Requisition

Purchasing 2. Receive Requisition form from the *Purchase Requisition


Officer requestor checked by requestor’s Issuance Logbook
Department Head.

White - Purchasing (for PO attachment)


Green- Purchasing (per Project filing)
Yellow- Requestor’s copy

Finance/CEO 3. Process P.R. for approval by Admin


Manager and CEO

If not approved- inform requestor for


clarification

Purchasing 4. Once approved, canvass the materials. Canvass Form


Officer
President & CEO 5. Submit for evaluation and approval of the
President & CEO.

If not approved- conduct re-canvassing


again
Purchase Order
Purchasing Staff 6. Prepare Purchase Order with three (3)
copies
*Purchase Order
White – Purchasing (Masterlist) Issuance Logbook
Green – Accounting (Voucher’s payment)
Yellow – Purchasing (per project filing/
Non-project folder)

Purchasing Officer 7. Submit for final checking and signature.


Masterlist of
Purchasing Officer 8. Submit to Admin & Finance Dept. and Approved Purchase
wait for budget allocation. Order

Purchasing Staff 9. Update masterlist of approved PO.


PURCHASING PROCEDURE

Purchasing Officer 10. Purchase the materials according to


approved purchase order.

5.2 RECEIVING AND ENDORSEMENT OF PURCHASED MATERIALS


DOCUMENT
RESPONSIBLE ACTIVITY
EVIDENCE

Requestor/ 1. Received and inspect purchased materials Materials Inspection


Purchasing according to specs requirements. Report
Officer/Finance/ Purchase Order
PIC/ (photocopy from
Warehouseman supplier)
*Supplier Delivery
Receipt (external)

NCPAR Form

If not accepted- report immediately to


Purchasing Officer and advise QA/QC to verify
the material if damaged
a. Seek information from QA/QC Officer
b. Inform supplier regarding the rejected
material
c. Coordinate possible inspection with
supplier Materials Inspection
d. Replace the rejected material Report

Purchasing Officer 2. Received materials inspection report from *Supplier Delivery


requestor, PIC or warehouseman Receipt (external)

Purchasing Staff 3. File all necessary received documents

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