Purchasing Non-Regular Materials SOP

SOP- Purchasing (One of items- non regular material)...

SOP- Purchasing (One of items- non regular material) Document No.: RW-P2-07-11-03 Objective: To define the process of purchasing material which are not regular purchases Revision: 03 Scope: General items not under routine purchases and non- Capital items Revision date: 17/8/2023 Process owner: Purchase Steps Purchase User department Stores Plant head Corporate Purchase head CEO Suppliers Frequency Control point/ Checkpoint Format - User department to place request for the items Prepare Purchase intended to purchase in SAP. 1 As and when - Purchase Requisition in SAP request in SAP - User should check the availability from stores before placing request available Check - Store to check availability material - In case material already available, store to inform Information Stock not available 2 availability with in 1 day of Purchase request user to User (Physical & - In case not available, clear the requisition in SAP SAP) for further process Not Approved 3 PR Approval With in 1 day of Stores clearance Approved Value > 5 lakh? Yes No NOT Approved Approval CEO Sir approval required fro >5 Lakhs PR Clarify specifications from Approved - Discuss with User and finalise technical 4 User specification of material to be bought Yes Check if item under Contract? No - Once the specifications are clarified, identify supplier. Suppliers could be: 5 Identify Suppliers - Exisiting registered supplier - Refer catalogue of suppliers - Get details from acquintances - Mail specification or verbally explain specs to 6 Get offers from Suppliers supplier and request for quote Maximum lead time from Approved PR to - get offer from 3 suppliers PO No Material 1. For standard items available in local 7 require trial market, maximum lead time is 3 days approval? Yes 2.For standard Items which need to be Trial done for quality & performance of procure from domestic market other then Trial & justification sheet to be filled up by User & 8 material local market , maximum lead time is 7 days purchase department.F-P2-07-11-09 3. For standard items which need to be Only one Yes 9 procure from international market maximum vendor has cleared trial? lead time is 15days NO Not Approved 4. Items to be made as per sample, max. lead 10 Approved time is 10 days Approval - Raise PAF in SAP as per SOA - Offer Comparison sheet (F-P2-07- Prepare comparison and 5. Items to be made as per drawing, max. 11-04) lead time is 15 days - Prepare comparison on the same parameters submit for Approval by - Negotiate price and specifications 11 ZPAF - finalise the comparison and submit for approval Not Approved 12 Approval Approved - Vendor form for new account creation No in SAP (F-P2-07-11-08) Vendor is Follow SOP - Evaluation, Selection and 13 approved approval of new suppliers Online Vendor code creation to supplier? (RW-P2-07-11-01) be done Yes Price of the material will be valid for 6months - Purchase Order (F- Prepare and release (maximum) P2-07-11-05) PO After that fresh quotation OR confirmation from vendor through email will be taken and cost 14 Release PO Release PO approval to be done as per Purchase SOA. >1 Lakh PO Corporate apporval is must as per SOA 15 Supply material Follow SOP - receipt of SOP -receipt of material 16 material (RW-P2-07-13-02)