The main procedures of procurement management
Establishment and implementation of institutionalized procurement management procedures, which is the fundamental guarantee of effective procurement management. There must be in accordance with the law, the law must be investigated, this is the system can be effectively implemented to ensure. Only institutionalized, in order to use the rule of law in the company, rather than the rule of man. Below I have prepared the main procedures on procurement management, to provide you with reference!
① Provide procurement conditions.
Clearly the procurement staff on the choice of suppliers, the quality of goods purchased, the demand to meet the guarantee is fully responsible, and clear procurement supervisor is responsible for the monitoring of the work process and results of subordinates, the procurement of goods must be necessary and indispensable, and by checking the stock or inventory is not enough to meet the needs of the person. Purchased items must be in appropriate quantities, and must not be overstocked or unavailable or not needed at all. The unit price of purchased items must be the appropriate unit price within the control, and strive to be the lowest unit price. The unit price of purchased items shall be the appropriate unit price within control, and the unit price shall be the lowest. Purchase of large quantities or high unit price items must have more than three suppliers to quote the choice, and in the procurement matters are not determined before the transmission of the Finance Department, the purchase of goods in the same conditions. Purchases shall be made from suppliers with whom business is in progress or who have already been confirmed, i.e., it is not appropriate to change suppliers at will. The existing suppliers do not need to purchase the goods, or due to the unit price and quality or for other reasons and other factors, you can change or choose a new supplier, but should be changed for reasons and related matters to inform the Ministry of Finance and obtain the approval of the Ministry of Finance, and to provide the Ministry of Finance [new supplier information card], the purchase of goods must ensure that the value for money and usefulness of the goods, that is, the same quality of the price optimization is the premise of the purchase.
② clear division of labor.
The company under the jurisdiction of the production of raw materials consumption of assembly and plastics department and other production departments, mold materials consumption of mold department, general maintenance and engineering materials consumption of General Affairs Department, machinery and equipment maintenance materials consumption of equipment maintenance department, office stationery supplies consumption of the Ministry of Information, food consumption of the staff of the Ministry of Personnel and other purchasing departments, in order to clarify the rights and responsibilities of the purchasing agent, so that the procurement activities are organized. In order to clarify the rights and responsibilities of the purchasing staff, and to make the procurement activities organized and the responsibility down to the person, it is necessary to carry out a clear division of labor for all the company's purchasing activities according to the category and implement it to the corresponding purchasing staff. Purchasing staff must be the kind of procurement of the insider, such as raw materials and auxiliary materials by the production procurement department is responsible for, engineering materials by the Ministry of General Affairs is responsible for, equipment maintenance materials by the Ministry of Equipment Maintenance is responsible for, mold materials by the Ministry of Mold is responsible for, computers, precision instruments, electronic equipment, machinery and equipment, etc. by the use of the department or the professional is responsible for.
③ Procurement approval authority.
All purchasing offers, purchasing contracts, purchasing must be approved before the implementation of the effective approver is the general manager. Prohibit unauthorized procurement matters, but the sudden or temporary urgent need for goods (such as the work of the mechanical parts of the sudden loss, temporary special procurement, etc.) can be confirmed by the Ministry of Finance, that is, by the procurement department responsible for the procurement, but the requisition form must indicate the words and reasons for the urgent purchase, the requisition form by the general manager of the re-approval.
④ Receiving and inspection function.
Any items purchased by the non-procurement must be accepted by the buyer himself and signed on the delivery note, ** as a fact. Receiving and inspection personnel are designated or confirmed by the Finance Department. The person who accepts the goods must verify that the incoming goods are in accordance with the order form, and is responsible for the conformity of the varieties, specifications, quantities, and quality of the goods accepted by the hand with the requirements contained in the purchase ** or the purchase agreement. Only those items that are fully qualified or approved for special release by the relevant functional departments are allowed to be accepted into the warehouse. After acceptance, fill in the material inventory list, together with the supplier's delivery note sent to the Finance Department as a settlement of payment documents. In order to clarify the responsibility, the settlement voucher must be signed by the buyer.
⑤ Returns and claims.
In order to avoid losses, the purchase of goods back to the factory due to quality, specifications do not match, the purchasing department must immediately handle the return of goods, regardless of whether the goods are returned to the supplier, are required to immediately notify the Finance Department in writing in a timely manner to deduct the appropriate amount. Where the test results for defective materials inspection report, the quality control department should be distributed to the purchasing department and the Finance Department, in order to effectively track, so that there is no omission of the return of deductions. Purchasing agreement must be clear in the claim terms, the supplier supply period, quantity, quality or related reasons do not meet the agreed conditions of direct losses and other losses resulting from this surface, should be based on the actual purchasing department should be responsible for the loss of the supplier with an official letter to the supplier to claim compensation, and by the Ministry of Finance in the payment of the corresponding amount of money deducted or collected cash. If the purchasing department is unable to solve the problem, the company may adopt measures that do not exclude the legal form of settlement, in order to protect the interests of the company in a timely manner.
⑥ Payment settlement policy.
All purchases, except for the sporadic or infrequent can not use the monthly payment and special circumstances need to pay in cash, are the monthly payment method. If monthly payment cannot be used, the supplier will collect the payment directly from the company's finance department, except for small or sporadic purchases where the supplier is unable to come to the company to collect the payment and the purchaser pays for the purchase directly. Purchasing personnel are prohibited from making cash payments directly. Monthly suppliers must provide a statement of account to the Finance Department within a specified period (before the 5th of each month), and the purchasing department must clearly inform the supplier of this policy. Payment for goods is arranged by the Finance Department according to the conditions of procurement settlement and the flow of funds. In order to prevent economic losses to the company due to the quality or quantity of goods that have been paid later, the purchasing department should try to avoid immediate cash payment, i.e., retaining a certain payment period of one week or half a month for purchases that are not made monthly and are of a large amount. Without affecting the company's goodwill, a moderate extension of the payment period is the company's financial policy for credit financing.
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