1. Purpose. In order to improve the company's procurement efficiency, clarify job responsibilities, effectively reduce procurement costs, meet the company's demand for high-quality resources, further standardize the material procurement process, and strengthen cooperation with various departments, this system is specially formulated.
2. Scope of application.
It is applicable to all materials and consumables purchased by the company.
3. Basic Principles.
Procurement is an important and serious work, and managers and procurement managers at all levels must attach great importance to it. Procurement must adhere to the principle of "acting impartially and safeguarding the interests of the company", and comprehensively consider the "quality, first-class competition, and select the best."
Fourth, the working procedures.
i) Basic matters of procurement.
1.Daily procurement (including but not limited to daily office supplies and other consumables) adopts the principle of on-demand procurement, which is generally procured by general affairs and logistics personnel, or directly purchased by the demand-side.
2.The purchase of non-daily necessities (including but not limited to larger office equipment and materials) should be negotiated with the first business as the payment terms as far as possible.
3.For office supplies worth more than 200 yuan and accessories, equipment, instruments, and labor services worth more than 500 yuan, the applicant needs to write a price comparison application report, and the leader in charge shall sign the opinion and submit it to the general manager for approval before implementation. The purchaser shall submit the procurement plan or application to the Finance Department for price comparison before procurement; At the same time of submitting the procurement plan or application, the purchaser shall provide at least 3 or more **merchants** and contact information for the newly purchased items, and the finance department shall conduct inquiries or on-site investigations on the provided **merchants (but not limited to).
4.Invoices should be requested for purchases, receipts should be requested for small amounts, and chat records and proof of payment should be kept for online purchases.
b) Purchase requisition.
1.Before purchasing, the procurement manager fills in the "item application form or purchase order" according to the name, specification, quantity, demand date and precautions of the purchased items.
2.In the case of emergency procurement, the procurement department shall indicate the words "emergency procurement" on the "item application form" for timely processing.
3.If the procurement is cancelled, the general affairs logistics personnel or the procurement department personnel should be notified immediately to avoid unnecessary losses.
3) Procurement process.
1.The Purchasing Manager shall fill in the Item Requisition Form or Purchase Order, the estimated **, quantity and total amount of the items purchased.
2.Before purchasing, each procurement manager must submit the "item application form or purchase order" to the Finance Department for review and approval, and then submit it to the general manager for approval before purchasing.
3.The purchase material order must be written with the company's unified regulations, and the order number must be submitted to the general manager for approval, and a copy must be made and submitted to the finance.
4) Responsibilities of the procurement manager.
1.Establish business information and records.
2.Do a good job of regular investigation of the internal reference market.
3.Inquiry, price comparison, negotiation and ordering operations.
4.Handle the quality and quantity of the purchased goods and control the delivery schedule.
5.Do a good job of regular procurement records and reconciliation.
5) Procurement methods.
1.Centralized planning and procurement: All daily office supplies should be purchased in a centralized manner as much as possible.
2.Long-term procurement: All production materials must be selected for long-term supply.
3.In the first month of each year, the first month of the previous year shall be re-examined, and more than two people shall be involved in the negotiation with the first business, and the first business shall be reviewed, and relevant review records shall be made.
6) Procurement implementation.
1.After the "Item Application Form" is approved and signed and filed with the Finance Department, the purchase amount shall be borrowed or the Finance Department shall be notified to proceed with the remittance procedures.
2.The purchasing personnel shall place an order with the merchant according to the approved "purchase order or material application form" and determine the delivery date or purchase in the market by fax.
3.All purchased items must be accepted and signed by the warehouse or use department before they can go through the warehousing procedures.
7) Procurement payment methods.
1.No matter how much the amount of goods purchased, it will be signed by the manager, reviewed by the financial manager, and approved and signed by the general manager before it can be reimbursed.
2.The payment for material purchase must be provided by the first merchant to provide the delivery note and the warehousing order, purchase order, receipt and other documents issued by our company before the payment or check can be issued.
8) Code of conduct for procurement managers.
1.Procurement personnel should be in line with the basic principle of high quality and low price, fill in the "purchase order or item purchase requisition".
2.The procurement manager shall be conscientious and shall not accept any form of gifts, kickbacks or bribes from the best businessmen; If the person commits inappropriate behavior due to serious dereliction of duty or violation of principles, he shall be dismissed, and if the circumstances are serious, he shall be submitted to the public security organ for handling.
5. Supplementary Provisions.
1.When each department needs to procure, if it is not approved and procured according to the above approval procedures, the Finance Department will refuse to pay.
6. This system shall be implemented after the approval of the general manager.
7. Attached procurement flow chart.
The company's production material procurement process.
Purchase order approval process.
As procurement, then the basic process of procurement must be understood.
As a purchaser in the purchasing department, generally speaking, the basic workflow of the purchaser mainly includes the following eight links:1.Purchase plan
According to the demand plan of the enterprise use department, after verifying the accuracy of the purchase plan, communicating with the relevant planner or other responsible persons to confirm that it is correct, and keeping the receipt, the final purchase plan is made.
2.Inquiries and counter-offers
The main work of this link is the following two parts:
1) Send an inquiry letter: After understanding the first business, you need to send an inquiry letter, so that the first business can confirm the delivery time, payment method, after-sales service, etc., and send it back with the official seal;
2) Negotiation: Comprehensively consider the timeliness of delivery, payment method and other ways to find out two or three, and further negotiate to achieve the best protection of the company's interests of the enterprise cooperation.
It should be noted that a number of suppliers are required to be as meticulous as possible, so that the details can be the best source, so as to know the ins and outs of the purchased goods, and use all channels to verify, so that the counteroffer is reasonable and easy to meet expectations.
3.Purchase orders, contracts
After the inquiry and negotiation are completed, the next thing to do is to make an order. After the order is completed, it should be bound together with the written **price comparison list provided by each **merchant, as well as the previously made purchase plan, plan confirmation form, etc.
The next step is to make another version of the document, which is the contract. The version of the contract is basically fixed, but it needs to be changed according to the requirements of the company and the results of negotiations with the supplier, as well as the different requirements of different materials.
4.Track the shipment
In this link, it is necessary to understand whether the whole process is normal, understand the address of the receiver, and notify the merchant in time; On the other hand, after the merchant ships the goods, it is also necessary to understand the carrier's *** and so on. This makes it easy to track the status of your goods on their way at any time.
5.Organize warehousing pick-up
This link is mainly to pay attention to notify the warehouse management personnel to prepare for receiving the goods, such as to know when the goods will arrive, whether there are accompanying documents, etc. Many enterprise procurement will develop a unified version of the delivery list, requiring the shipper to copy to the relevant departments, and the procurement will be followed up in real time.
6.Organize quality inspection of goods
This link mainly needs to do the following specific work: after the contract is signed, notify the inspection department in time, so that it can prepare for acceptance, including instruments, experimental equipment, reagents, acceptance standards (including entry standards, national standards, contract standards, and some materials according to the standards of first-class business enterprises), so that the goods can be accepted in a timely manner and an acceptance certificate will be issued.
In short, do a good job in the early inspection, mid-term inspection, and post-inspection. Avoid arriving only to find out that the problem affects others.
7.After the goods meet the requirements, they are stored and put into storage
After the product is accepted, according to the acceptance form, the warehouse issues a warehousing order, and the purchaser needs to collect the warehousing list and the inspection list
Quality inspection report and other forms are ready for payment. It mainly emphasizes the smooth transfer of data in each link and mutual notification.
8.Settlement
Before payment, you must prepare the relevant documents in advance, so that you can pay in time according to the contract, that is, "when it comes to **do**"Integrity" is mutual, and it is important to you and him.
The materials for payment preparation are as follows: payment application form, invoice, warehousing list, quality inspection form, weight check sheet, contract or order, etc.
The purchaser should play the role of a bridge between the company's finance and businessmen, and propose a settlement method that is beneficial to him in a timely manner.