Sample Material Procurement Management Approach
In addition to the necessary competence, the purchaser should have a reasonable procurement plan, abide by the 5R principle, choose the right suppliers, and add to the management and continuous improvement. Without affecting the normal production of the enterprise, reduce procurement costs. Below I have prepared for you on the material procurement management approach model, welcome to read.
Article 1
In order to strengthen internal management and control, standardize the procurement behavior, to ensure the normal conduct of production and business activities, in order to minimize the procurement cost, it is formulated.
Article 2
These measures are applicable to the procurement of all materials and supplies of the Company, and the Company's holding subsidiaries refer to the implementation.
Article 3
Procurement process and division of responsibilities
First, the procurement process:
1, the production department according to the equipment status of the rolling preparation of the monthly, quarterly, annual production plan including the main materials (glass, aluminum frames, junction boxes, backplane, etc.) monthly, quarterly consumption of the total amount of material per unit of product consumption and safety inventory of raw and auxiliary materials. Consumption and safety stock of raw and auxiliary materials, approved by the deputy general manager in charge, the general manager after the implementation.
2, the procurement department according to the production plan, unit consumption, safety stock, real-time inventory, procurement cycle and supply and demand conditions regularly prepare raw and auxiliary materials procurement plan, by the deputy general manager in charge of production review, approval of the general manager, the chairman of the board of directors approved by the request for quotations; office supplies by the demand for departmental applications, the integrated management department is responsible for the procurement of unified procurement of the rest of the materials purchased, including spare parts for repair, The rest of the procurement of materials, including spare parts for repair, machinery, equipment and tools, office equipment, furniture, low-value consumables, etc., are applied for by the demand department, and the procurement department is responsible for procurement.
3, procurement approval authority: the company's raw and auxiliary materials procurement plan, by the deputy general manager in charge of production review, approval of the general manager, the chairman of the board approved; the rest of the items purchasing plan or procurement application by the demand for departmental applications, by the chief financial officer review, approval of the general manager, the chairman of the board of the approval of the implementation of the bulk machinery and equipment and other large purchases need to be reported to the Board of Directors of the company to pass a resolution after the implementation of the resolution.
4, purchasing staff to conduct inquiries, bargaining, comparative analysis for review, raw and auxiliary materials, spare parts for repairs, machinery and equipment, and tools, office equipment, furniture, low-value consumables, etc. Pricing shall be considered by the company's material price monitoring group to implement procurement.
5, the establishment of material procurement monitoring group. Materials Supervisory Group's job responsibilities: to participate in the selection of suppliers; responsible for the company's procurement of materials price review, etc., the Supervisory Group by the chairman of the board of directors as chairman, general manager, deputy general manager, financial controller as a member of the four-member Supervisory Group. Supplier evaluation using a combination of on-site inspection and qualification review, but the personnel involved in on-site inspection and participation in its qualification review shall not be repeated; supplier evaluation using a comparative secret ballot, chairman of the board of directors of a two-vote system, the rest of the personnel of a one-vote system, the full number of five votes, the minority submits to the majority. Reviewed and approved by the Supervisory Group of the purchase price in order to implement.
6, regular or immediate signing of purchase and sales contracts, daily by the procurement staff to contact the delivery time, delivery quantities and delivery locations and other matters.
7, warehouse receipt, quality control personnel on-site inspection.
Second, the division of responsibilities:
1, the sales department is responsible for the company's monthly, quarterly, annual sales plan development and revision;
2, the production department is responsible for the company's monthly, quarterly, annual production plan development and revision;
3, the purchasing department is responsible for the company's procurement of all materials and supplies, and at the same time, according to the production plan, the delivery deadline, the actual number of inventory and safety stock on a regular basis or in the future. The procurement department is responsible for the procurement of all materials and supplies, and according to the production plan, delivery date, actual inventory quantity and safety stock quantity on a regular basis or at the right time for the procurement application;
4, quality control department is responsible for the procurement of quality parameters of the goods as well as the quality of the goods into the warehouse inspection;
5, the Finance Department is responsible for the procurement process, and the audit of the purchase and sales contracts, documents, and is responsible for the implementation of the relevant funding arrangements;
6, the warehouse is responsible for the quantity of goods acceptance, issuance, and real-time inventory Quantity feedback;
7, the general manager or deputy general manager is responsible for the procurement application and its purchase and sale contract approval, including the main materials, repair spare parts, office equipment, low value consumables and other goods purchasing supplier selection and its contact;
8, the chairman of the board of directors is responsible for machinery and equipment, real estate purchases, intangibles, such as transfers of non-recurring procurement of materials contact, contract signing and approval.
Article IV general materials, supplies, spare parts, the maximum stock shall not exceed 3 months of use.
Article V Supplier Evaluation Control Procedures
1, the meaning of the main material
The main material refers to the main body of the composition of the product, the product can be separated from each other, but does not affect the performance of the product materials, including glass
aluminum frame, junction box, EVA, etc., the auxiliary material is the material other than the product, the product can be separated but does not affect the performance of the product materials, including glass
aluminum frame, junction box, EVA, etc.. Auxiliary materials are materials other than the main materials;
2, the evaluation of suppliers
2.1, the Procurement Department in accordance with the requirements of the same type of materials without differences in control, combined with the quality of materials, price, delivery period and other comparisons, select qualified suppliers, fill out the "supplier selection evaluation record sheet. On the basis of no difference or controllable difference, several qualified suppliers should be selected as far as possible for the supply of similar materials. After the Procurement Department, the Supervisory and Inspection Group and other relevant organizations to review and pass, recorded in the "Qualified Supplier List".
2.2, evaluation of suppliers can generally take into account the following factors:
a, the supplier's supply quality, price and payment terms, after-sales service, historical performance, etc.;
b, quality assurance capabilities, that is, the quality control system;
c, industry evaluations, third-party certifications, etc.;
d, to meet the regulations of the 'requirements for the procurement of Products involving mandatory certification, should have the relevant certificates and quality certificates, etc.
2.3, for the first time the supply of materials to the supplier, in addition to providing sufficient background supporting materials, but also by the sample test and small
batch trial, after the test is qualified to supply:
a, the new supplier to provide a small amount of material in accordance with the relevant requirements;
b, handed over to the production workshop trial, and fill out the "supplier evaluation record sheet" in the relevant columns, the results of feedback to the Purchasing Department;
c, small quantities of incoming validation or trial failed to disqualify its supply qualifications. Small batch of qualified trial, if necessary, and then after the trial, are qualified, approved by the general manager, included in the "Qualified Supplier List".
3, the daily management of suppliers
3.1, the Purchasing Department should be suppliers of supply performance tracking, timely communication with the Quality Control Department. Supplier products such as serious quality problems, the Purchasing Department should be timely to the supplier issued a "notice of rectification" deadline for rectification, such as two issued ? Notice? But the quality is still no significant improvement, should be canceled its supply qualification.
3.2, the Purchasing Department of qualified suppliers at least twice a year to track the reassessment, fill out the "supplier performance evaluation form", the evaluation of the percentage system, quality scoring accounted for 50%, delivery time scoring accounted for 10%, price and after-sales service accounted for 40%. Evaluation criteria are: average quality pass rate of 98% or more in a year to give full marks, each drop of one percentage point deduction of 5 points, but the quality score can not be less than 35 points; delivery period are on time to give full marks, and often delivery is not timely, give 5 points or less; in the same quality on the basis of the price of the industry's lowest, to give more than 35 points. The total score can not be less than 80 points, if less than 80 points or quality score less than 35 points, should be canceled its qualified supplier qualification; if retained due to special circumstances, should be reported to the general manager for approval, but should be strengthened on its inspection or verification work.
3.3, procurement staff to maintain timely communication with suppliers, when the supplier's supply changes will affect the consistency of the certified products, the Procurement Department should take relevant measures to ensure that the change meets the certification requirements.
Article VI Supplier Selection All items purchased from the supplier procurement department must establish its background information databases, similar
items purchased from at least two or more number of suppliers to ensure smooth supply channels, supplier selection from the "Qualified Supplier Directory" in the selection of the merit;
< strong> Article VII Price Confirmation
1, has been approved by the material, the procurement staff should focus on analysis, collection of information to minimize the cost of procurement, other departments, if there is relevant information should be as far as possible to provide the procurement staff for reference;
2, the latest procurement of goods or the latest supply of suppliers of the supply price should be reported to the material Purchasing Supervisory Group for consideration, after consideration and adoption before implementation, has been approved material purchase price notification of upward adjustment, must be accompanied by the reasons for the price increase, the Procurement Department to report to the Material Purchasing Supervisory Group for consideration, consideration and adoption before implementation;
Article VIII request for quotations, than the price, the price
1, according to the needs of the material purchases, the purchasing Personnel should choose at least three suitable conditions for suppliers to request quotations, the contents of the inquiry include varieties, specifications, quantity, quality, price, the validity of the offer, delivery date, settlement, contract form (long-term contract or immediate contract), etc.;
2, the Purchasing Department in the receipt of feedback from the supplier, the procurement staff, accordingly, respectively, varieties, specifications, quantity, quality, price, delivery date, After-sales service and other comparative analysis, select qualified suppliers for bidding, open bidding;
3, material procurement monitoring group to consider the price of the process is serious, the method of deliberation is to assess the scoring system, the place of deliberation must be the company's registered office, the consideration of the basis for the supplier to submit tenders or quotations, and so on.
Article IX implementation of procurement
1, the procurement staff received the approved? Requisition? After that, further contact should be made with the supply vendor for formal negotiations on quality, price and follow-up services. For larger amounts or batch purchases, should be to the supplier's production plant to conduct a physical inspection, in order to fully understand the supplier's creditworthiness, supply capacity and spot quality, etc., to the other side of the clear intention to order.
2, in the procurement of all the terms and conditions of the operation required to reach agreement with the supplier, the procurement staff should be prepared accordingly four copies of the contract of sale and purchase, after the authorization of the signature and seal to enter into force, the supply side of the two copies retained, the demand side of the two copies retained, of which a copy of the Purchasing Department, a Ministry of Finance, the contract needs to be set out in the at least the following terms:
2.1, the supplier information: including the name, address, contact person, Contact information;
2.2, a detailed description of the material purchased: including name, model, specifications, etc., if there are special requirements beyond the standard need to be specially noted;
2.3, the number of orders purchased / weight: the number of units packaged / weight; number of packages;
2.4, the price: the price of a single unit, the total price, the total contract price, the deposit or prepayment
2.5, the delivery date: the date of delivery of the contract;
2.5, delivery date: delivery in batches should be clear delivery time for each batch and the number of deliveries.2.6, the payment method
2.7, the required quality certification information (inspection sheet, warranty, factory certification sheet, laboratory reports, etc.).
2.8, quality assurance terms: the occurrence of quality problems in the event of return or other methods of treatment.
2.9, transportation and sales invoice requirements.
3, belonging to the goods delivered in batches, the procurement staff according to the actual demand, issued a delivery note by the purchasing department manager audit, stamped by the purchasing staff to notify the supplier to ship,
Purchasing staff should track and control the delivery of materials and materials, and follow up with the supplier in a timely manner to the progress of delivery.
4, before shipment to require suppliers in their? Delivery note? On the note? Purchase order number? and? Packaging? In order to acceptance confirmation. 5, the procurement department received the production department emergency procurement cases, should immediately request quotations, bargaining, according to the procurement procedures to specify the person to handle quickly.
6, stage control and communication?
6.1, the procurement process is divided into four stages: requisition, inquiry, ordering, delivery, the Purchasing Department should be coordinated to control the progress of each stage of procurement operations.
6.2, the procurement staff failed to complete the operation according to the established schedule, the exception should be fed back to the supervisor in charge of the superior, explaining the reasons for the exception and the scheduled completion date, in order to formulate countermeasures to deal with.
7, procurement mode In addition to the general procurement mode, the purchasing department can choose the following one of the most favorable way of procurement based on the use of materials and supplies and procurement characteristics:?
7.1, centralized plan procurement: Where the materials and supplies with **** the same nature, can be centralized procurement plan delivery, you can approve the material items, notify the production and other departments in accordance with the plan to put forward requisitions, the procurement department regularly centralized procurement.
7.2, long-term offer procurement: Where regular use, and the use of large quantities of bulk materials and supplies, should be selected in advance manufacturers, agreed long-term supply price, reported to the approval of the notification of the departments in accordance with the need to put forward a requisition plan.
8, return
The inspection failed materials and supplies need to be returned, the warehouse should issue a red letter? Material inventory list? or refused to stock, while notifying the purchasing staff in writing and attached to the relevant? Material inspection report? The company's main goal is to provide the best possible service to its customers.
Article X goods acceptance and payment
1, the supplier delivery of the procurement department should notify the warehouse, the physical count of the number of pieces or weighing, accompanied by the goods of the same documents to check, physical and requisition form or procurement contract content checking consistent with the signing of the receipt, the warehouse issued a warehousing list, the treasurer signed to confirm, if found inconsistent, that is, notify the procurement department to deal with the same. If any discrepancy is found, notify the Purchasing Department to deal with it.
2, on the quality parameters of the material requirements, the quality control department to send staff acceptance, acceptance of the warehouse issued after the warehouse receipt, while the quality control personnel and the treasurer must be signed.
Article XI Payment Settlement
1, procurement payments must be made according to the time and manner agreed in the procurement contract by the Ministry of Finance unified arrangements for payment.
2, payment applications submitted by the procurement staff, the submission of the contents include: delivery notes, warehousing orders, invoices issued by the other party, inspection reports, etc., the application for payment should be made in strict accordance with the relevant contract requirements, prioritization. Application for payment should indicate the delivery date, invoice date, prepayment, paid, the balance and so on. According to the approval authority by the relevant person in charge of the signature, before payment procedures.
3, only in the following cases can be borrowed by the procurement staff or advances for direct payment:
3.1, emergency purchases and can not be handled in a timely manner for the financial payment procedures;
3.2, out-of-town purchases and the supplier requires immediate payment;
3.3, the site of the debugging period of the temporary urgent need for material procurement;
3.4
Article 12 Progress control and abnormal feedback?
1, the Purchasing Department should focus on the arrival time requirements of the contract or agreement, to grasp the progress of arrival.?
2, the procurement staff found that the supplier delivery date is delayed, should take the initiative to contact the supplier to call for goods, the cause of the anomaly and processing countermeasures, notify the Ministry of production to coordinate processing.
Article 13 quality evaluation?
The quality of materials consumed by the company to be concerned about the quality of materials, according to the effect of the use of separate materials, separate suppliers to make quality evaluation, in order to facilitate the selection of suppliers.
Article XIV involved in the procurement process of the relevant departments, a clear division of labor, clear responsibility, mutual cooperation, play the role of mutual supervision, to ensure that the interests of the company will not be damaged.
Article 15 The personnel involved in procurement should be strictly self-discipline, strengthen the concept of the rule of law, consciously resist unethical practices, no one shall not privately accept kickbacks or commissions, and humbly accept public supervision.
Article 26 These measures shall be implemented from the date of publication
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