If there is not a management system, shopping clear, enterprises can encounter wastage, purchases not the right needs, or interruptions due to shortages of raw materials. So how to deploy process for the procurement of supplies of goods effective? Let's AccNet learn in detail step by step in this article.
1. Overview of the process for the procurement of supplies of goods
Process for the procurement of supplies of goods is a chain activities to ensure businesses have enough of raw materials, goods manufacturing business that still control the cost, quality, schedule of supply.
This process can apply for many types of goods, from raw materials, production equipment, tools and supplies, to business goods. A strict process to help businesses avoid losses, correct purchase demand, financial optimization.
2. The steps in the process for the procurement of supplies of goods
Step 1: Identify needs, set the request purchase
Determine the exact type of materials, goods need to buy, ensure the right quantity and quality. The work should be performed:
B1: Production department, warehouse, business or departments using supplies establishment proposed purchase. The proposal must clearly state:
- Kind of goods need to buy (description details specifications brand if available).
- Number of purchase required.
- Purpose of use.
- The time required goods.
- Units proposed.
B2: Parts inventory check back current inventory, avoid buying excess.
B3: Accounting department budget review for this order.
Step 2: Review the proposed purchase
Purpose of step 2 in the process of procurement of goods is guaranteed purchase request reasonable, avoid buying excess or exceed budget. The work need to do:
- The management level review of proposed purchase.
- If the proposal is not reasonable (purchase of necessary goods are available in stock), may require adjustment.
- After browsing, parts purchase, receive, take the next step.
Step 3: Search, evaluate, select supplier
Target selection is a provider most suitable price, quality, delivery time. The first, the obligatory:
B1: If the enterprise already has a list of reputable vendors can request a quote now.
B2: If no suitable provider, perform searches, request quotes from at least 3 suppliers. The criteria for evaluating suppliers:
- Prices are reasonable?
- The quality of the goods guaranteed?
- Delivery time can meet the progress not?
- Warranty policy, return good?
- Reviews from other businesses, suppliers, how is this?
B3: After evaluation, select the most suitable suppliers.
Step 4: negotiation, contract purchase
This step in the process for the procurement of supplies of goods to ensure conditions of purchase are most beneficial for business. The work should be performed:
- Bargaining about the price, payment method, delivery time, warranty, penalty for breach of contract.
- If the purchase value, need to set up the contract of sale to bind responsibility.
- If only purchases in retail, may be made by purchase order (PO – Purchase Order) but still need to confirm the clear terms.
Step 5: Order, receipt of goods in the process of procurement of goods
This step to ensure the goods are delivered right kind enough quantity and schedule. The steps need to perform:
B1: After the contracts/orders, send order request to the supplier.
B2: Track the progress of the delivery. When receive the goods, parts inventory test:
- The number of goods have the right to contract?
- , Type, quality can meet the requirements not?
- Goods damaged in the shipping process doesn't?
B3: If there are problems, establishment receipt of goods, immediately notify the supplier.
Step 6: test, test, enter the warehouse
The purpose of step 6 in the process of procurement of supplies and goods are ensure goods reach the standard before put into use or production. The steps completed:
- Record test if the goods meet the requirements.
- If faulty goods, supplier shall return or compensation under the agreement.
- Enter the repository, updates on management software warehouse.
Step 7: payment, records storage
The last step to complete the purchase process, ensure the profile transparent. The first work, in particular:
B1: Payment under the contract (sight, deferred payment, partial).
B2: Accounting recorded public debt with suppliers. Full archive vouchers include:
- Purchase and sale contracts or orders.
- VAT invoices invalid.
- Receipt of goods.
- Acceptance test records.
- Receipt.
3. Important note during the purchasing process
- Budget control strictly: Not to the status of the purchase process needs, wasting capital.
- Supplier evaluation periodically: maintain stable quality, have alternative plans if necessary.
- Store stock from the full: to Meet the requirements of audit, tax, internal control.
- Use of the software purchase management (Top 1 should buy: AccNet Purchase): Helps control orders, liabilities, inventory accuracy.
- Unified process for the procurement of supplies of goods in business: Ensure the parts done right responsibility.
The application of each step in process for the procurement of supplies of goodsfrom identifying needs, approval, provider search, order, acceptance to payment is made, it will help the business ensure the goods meet the standard. Apply technology to manage shopping is also a need to improve the efficiency (Top 1 should buy: management software purchase AccNet Purchase). When businesses better control this process, operational efficiency, profitability will be significantly improved.
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