Purchasing inquiry skills
"Inquiry" is a necessary stage in the workflow of purchasing personnel. After receiving the purchase requisition, knowing the current inventory situation and purchase budget, the most direct reflection is usually to contact the supplier immediately. If this is a normal purchase and the demand form is a standard part, the supplier will have no problem. However, when developing new products, it is necessary to pay special attention to whether enough information is provided to suppliers to facilitate their quotation. In order to avoid the difference in quality perception between buyers and suppliers in the future, we should not be careless in the preparation of information to be provided when making an inquiry. Because complete and correct inquiry documents can help suppliers make correct and effective quotations in the shortest time. A complete inquiry document should at least include the following main parts. )
I "Name" and "Material Number" of the inquiry item
First of all, the "product name" and "material number" of the inquiry item are the most basic information that should be prepared on the inquiry form. Suppliers must know how to address the quoted products, that is, the so-called "product name" and the "material number" it represents, which is also a basis for quick investigation and retrieval by buyers and sellers in the future. Because the material number has its unique representation in every customer, special attention should be paid to its correctness when using it. In some large companies, the amount of information often reaches more than a dozen, including numbers and English letters. The difference of one digit in an item may be the difference of version, and may even become an item of another product. The writing of product names should take the characteristics and types of products literally as far as possible.
Second, the "quantity" of inquiry items.
Usually suppliers need to know the buyer's demand when quoting, because the purchase quantity will affect the price calculation. The provision of quantitative information usually includes "annual demand", "quarterly demand" and even "monthly demand"; "Demand quantity at different levels", such as 500K, 1M, 3M, etc. The approximate "order quantity" of each order; Or "total demand of product life cycle". In addition to letting suppliers know the demand and purchasing mode, they can also analyze whether their production capacity can meet the buyer's demand.
When making an inquiry, buyers usually have a common problem, that is, they are afraid that a small quantity will not get a good price, so they will give them the demand or purchase quantity. Quot inflation ". At this time, although the procurement can obtain short-term benefits, even if the price of mass production is obtained, if the expected quotation quantity cannot be achieved after the real procurement, the supplier will either increase the price, reduce other services to customers, or stop supplying, and finally it will not be worth the candle. Therefore, the information on demand should be truly communicated with suppliers, and at the same time, procurement can also convince suppliers with market forecast to achieve the purpose of long-term cooperation and continuous supply.
Third, the "specifications" of the inquiry project.
Specification is a tool to describe the quality of purchased products, which should include the latest "new version" of engineering drawings, test specifications, material specifications, samples, color swatches and other information that is helpful for suppliers to quote. Engineering drawings must be the latest version, and if the drawings can only be used for evaluation, they should also be indicated in the inquiry. For international procurement, if the original engineering drawings are in languages other than English, such as German, French and Japanese. The translated names of English, the international common language, should also be attached and presented in bilingual form to facilitate communication. If the engineering drawings can be provided by electronic documents, it is necessary to ask the supplier whether they are accepted. Pay attention to international common file formats, such as DWG, IGES, DXF, PRO/E, etc. , to facilitate suppliers to convert drawings. However, it is best to provide an engineering drawing clearly drawn on the drawing while transmitting the file by email to avoid possible data loss when transmitting the file.
Four, the inquiry project "quality" requirements:
There are many ways to express the quality specification requirements of inquiry items, which can usually be presented in the following ways. It is difficult for purchasing personnel to fully express the quality requirements of products or services in a single way, and several methods should be comprehensively used according to the different characteristics of products or services.
1. Brand or trade name: Generally speaking, using branded products is the easiest way to purchase, which can not only save the purchase time and reduce the purchase cost, but also reduce the quality inspection procedures, because only the product label needs to be confirmed. However, the price of brand products is usually higher, and it is more advantageous to use brand procurement when the purchase volume is small.
2. Or "or equivalent": Its meaning refers to products that can achieve the same function. When deciding whether to allow the use of substitute equivalent products, the quotation should also be indicated in the inquiry to confirm that the use of equivalent products must be accepted by users.
3. Commercial standard: Commercial standard has a complete description of product size, material, chemical composition and manufacturing method. For common standard parts such as screws, nuts and electronic components, using commercial standards can avoid misunderstandings in quality.
4. Specification of materials or manufacturing methods: When there are specific requirements for materials or manufacturing methods, the applicable standards must be pointed out. If DIN European standard is required, the corresponding CNS or JIS specification should also be indicated.
5. Performance or merit? Performance or functional specification): This specification is usually used in the case of purchasing high-tech products and early supplier participation (ESI). Only tell the supplier the performance or function that the product needs to achieve, and leave the details of how to make it meet the requirements to the supplier.
6. Engineering drawing: Engineering drawing can best describe the required product quality, and its content must be clear, and the accuracy of dimensional tolerance can not be ignored.
7. Market level: usually used for the quality requirements of timber, agricultural products, tobacco, food and other commodities. Because the dividing line of market grade can't be clearly identified by ordinary people, buyers are usually required to have the ability to identify which formal grade the purchased products belong to.
8. Sample: This is a lazy practice. The provision of samples is very helpful for suppliers to understand the needs of buyers, especially for the requirements of color, printing and market level.
9. Statement of Work (SOW): Mainly used for procurement services such as central security, building cleaning, garbage disposal and project contracting. A complete job description should not only be simple and clear, but also try to standardize the performance evaluation of the quality of work to be achieved in a quantitative way. The contents of the statement of work must ensure that the buyer can obtain satisfactory service, and at the same time, it must be flexible enough for the supplier to exert the added value of creative work.
How to ask correctly (2)
"Inquiry" is a necessary stage in the workflow of purchasing personnel. After receiving the purchase requisition, knowing the current inventory situation and purchase budget, the most direct reflection is usually to contact the supplier immediately. If this is a normal purchase and the demand form is a standard part, the supplier will have no problem. However, when developing new products, it is necessary to pay special attention to whether enough information is provided to suppliers to facilitate their quotation. In order to avoid the difference in quality perception between buyers and suppliers in the future, we should not be careless in the preparation of information to be provided when making an inquiry. Because complete and correct inquiry documents can help suppliers make correct and effective quotations in the shortest time. A complete inquiry document should at least include the following main parts.
Verb (abbreviation of verb) "Quotation basis" requirements for inquiry items
"Quotation basis" usually includes the monetary value and terms of trade of the quotation. Domestic transactions are relatively simple, generally RMB transactions. The terms of trade are either ex-factory price or ex-factory price (excluding freight). International trade is more complicated. As far as the quoted currency is concerned, most suppliers are based on US dollars. As for whether to price in local currency, it depends on the stability of exchange rate.
The usual terms of international trade are ex-works price, FOB price, FOB price or CIF price. Under different conditions, the liability risks borne by buyers and sellers are different. Under FOB conditions, the seller's responsibility is until the goods are shipped. Therefore, the seller must bear the risk of shipment, but the buyer is responsible for transportation, marine insurance and other expenses. Under the CIF condition, the seller should not only bear the shipment risk, but also bear the freight and insurance fees required to transport the goods to the designated destination port. Therefore, under the transaction of the same goods, the quotation under CIF condition is naturally higher than that under FOB condition, and the buyer must indicate it clearly when making an inquiry.
Six, the buyer's "payment terms"
Regarding the payment method, although both the buyer and the seller have their own company policies, the buyer hopes that the payment time will be as late as possible. On the contrary, the seller certainly thinks that the sooner the better. The buyer has the obligation to let the seller know the standard payment terms of his company (usually there is "installment payment" when buying molds, such as 30% deposit, 30% first piece trial and 40% acceptance), and the seller can also make different demands when quoting, and the final payment terms need to be determined by the buyer and the seller through agreement. When the situation is in the buyer's market, the supply exceeds demand in the competitive market, goods and/or services can be easily obtained, and commercial economic forces tend to make the price close to the estimated value of the purchase. The buyer can usually ask the seller to provide better payment terms, such as "O/A", T /T60 days or even 90 days. But in the seller's market, the situation is just the opposite because demand greatly exceeds supply. Generally, the seller will choose a shorter payment period to ask the buyer, such as "cash on delivery, C.O.D" or "telegraphic transfer in advance".
In addition, it is necessary to clearly indicate the "payment start date" of the payment terms. In international trade, domestic suppliers usually calculate the payment due date from the date of shipment, invoice date or shipment date. At this time, if foreign buyers take the arrival date or even the receipt date as the starting date, there may be a difference of one month in the middle, and both buyers and sellers should not be careless.
Specification is a tool to describe the quality of purchased products, which should include the latest "new version" of engineering drawings, test specifications, material specifications, samples, color swatches and other information that is helpful for suppliers to quote. Engineering drawings must be the latest version, and if the drawings can only be used for evaluation, they should also be indicated in the inquiry. For international procurement, if the original engineering drawings are in languages other than English, such as German, French and Japanese. The translated names of English, the international common language, should also be attached and presented in bilingual form to facilitate communication. If the engineering drawings can be provided by electronic documents, it is necessary to ask the supplier whether they are accepted. Pay attention to international common file formats, such as DWG, IGES, DXF, PRO/E, etc. , to facilitate suppliers to convert drawings. However, it is best to provide an engineering drawing clearly drawn on the drawing while transmitting the file by email to avoid possible data loss when transmitting the file.
Seven, the inquiry project "delivery" requirements
Delivery requirements include the time required for the buyer to purchase products, the time required for the seller to prepare samples, the time required for the first batch of small-batch production, and the time required for placing orders in normal time. Although the supplier can meet the requirements of the buyer, the delivery time is related to the price of the purchased products. The buyer should make demands according to the actual needs, instead of chasing them blindly? Quot just right, JIT).
Eight, the inquiry project "packaging" requirements
Packaging method occupies a large proportion in supplier's price estimation. In addition to products with special shapes or huge volumes ordered by customers, suppliers have their own packaging materials, such as standard cartons, cartons and trays.
Nine, "delivery place" and "delivery method"
The supplier must be clearly informed of the country, city, address, contact telephone number and fax number of the delivery place. The modes of delivery in domestic sales are often mainly railways and highways, while the location and mode of delivery in international procurement determine the price calculation. If the seller is required to quote on CIF basis, the transportation fee and insurance premium will of course be borne by the seller, whether by sea or air. With the distance of delivery, there will be different charging methods. Unless the buyer specifies air transportation, the supplier usually quotes on the basis of sea transportation, because sea transportation is the most economical delivery method.
X requirements for "after-sales service" and "warranty period" of inquiry items
When buying some machinery and equipment, such as punching machines, injection molding machines, testing instruments, semiconductor packaging equipment, etc. Suppliers generally provide basic after-sales service and warranty period. If there are special requirements at this time, such as extending the warranty period or changing the after-sales service content, etc. Because it involves the purchase of "total cost of ownership, TCO".
XI. Supplier's "Quotation Deadline"
In order to facilitate the time arrangement of purchasing price comparison, the supplier should know the expiration date of quotation, and for more complicated products, the supplier should be given enough time to evaluate.
Twelve. Documents for signing the "confidentiality agreement"
In the inquiry of some new product development, due to trade secrets, in order not to let competitors know about the business opportunities, the supplier will be further required to sign a "NDA" document, requiring the supplier not to disclose the planned name of the new product, purchase quantity forecast, technical requirements, specifications, drawings and other information to the outside world within the specified time.
Thirteen. Names and contact numbers of "purchasing personnel" and "technical personnel"
Telling suppliers the names and contact numbers of "procurement personnel" and "technicians" is not an initiative to imply that suppliers have any hidden agenda needs, because at that time, if the purchased projects were more complex and technical, it was better to attach the names and company contact numbers of technicians for their consultation, so as to clarify the problems in the specification requirements.
The contact number should be the phone number of the company. Try to avoid giving home or private telephone numbers to purchasers or technicians to prevent suppliers from giving and receiving each other privately, which is suspected by Gua Tian Li Xia. However, due to the progress of science and technology, the use of mobile phones and e-mail has become more and more common. In the case that it is difficult for procurement personnel to avoid contacting suppliers alone, the ethics of procurement should always be self-vigilant.
Negotiations should focus on cost rather than price.
Negotiation based on cost can reach a good agreement. Preparation before negotiation is the key to success.
Price negotiation is not only to reach a cost understanding with suppliers, but also to see whether both parties are satisfied with profits. If you want to reach an agreement through cost-based negotiation, you must do the following: First, thoroughly understand the composition of supplier costs. Second, there is sincerity and desire to share these costs. Third, understand the norms of the industry. Fourth, establish a target price.
Understand and explore key elements
In order to understand the cost composition of suppliers, cost classification and cost analysis should be carried out, which can help supply managers to set fair prices. Costs include direct costs, indirect costs and total management expenses. Direct costs are divided into direct labor and direct material costs; Indirect costs can be divided into daily engineering costs, daily material costs and daily production costs. Sometimes costs can be divided into fixed costs and variable costs.
Trust and loyalty are very important.
Full trust and cooperation is the second important factor to understand the cost and price of suppliers. If this can be done, suppliers are often willing to show the relevant accounts to the buyer. Of course, this requires signing a confidentiality agreement in advance. Another advantage of mutual trust is that both parties have the possibility to discuss cost reduction, which can be achieved through the transformation of products or processes, which is also called value engineering.
Set the target price
Last but not least, the purchaser must know the supplier's industry and the cost information of related products and services, so as to estimate the other party's cost and possible price before negotiation. It is also very important to know the degree of competition in the supplier industry. How many merchants can offer similar products? Is there only a few suppliers for a product? This directly affects the profit margin of suppliers.
Adequate preparation is the key to the success of the negotiation.
All the above factors help the supply manager to determine the target price before negotiation. If the relationship between the two parties is open and frank, the target price will soon prompt the two parties to reach a win-win agreement, and the buyer can estimate the cost as soon as possible. It should be pointed out that the target price must be supported by data, which will be collected by supply managers in the preparation stage of negotiations.
Actual negotiation
The time and place should be determined in advance and the venue arrangement should not be hostile. Remember, both sides should be winners. Before starting negotiations, we should formulate guidelines, which will help to determine the boundaries of negotiations. Like what? Quot Before we begin, I want to review the current situation and outline our purpose. The "prologue" helps the two sides get to know each other from the beginning. If you do the above, your negotiation will be half done. Understanding the cost elements and mining information are very important for the success of the negotiation, and each step of the preparation process will increase the success probability of 10%.