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Opening of Purchasing Requisitions for Raw Material : Explode the computerized Product Tree. Get the BoM of the product. Deduct from the recommended quantities of the BoM the available Free Stock Set out the required quantities of material to be purchased
The Purchasing Management Process Slide no of 43 The Purchasing Agenda Cost Quality Time The Elements of the Purchasing Management Process Customer Order Purchasing Requisition Production Planning Vendor Qualification Purchase Order Issuing Purchasing Management Purchasing Control Vendor Performances Production Purchasing Quality Delivery Purchasing Payment Customer Service Purchasing Records Purchasing Requisition Vendor Qualification Purchase Order Issuing Purchasing Control Vendor Performances Purchasing Quality Purchasing Payment Purchasing Records Opening of Purchasing Requisitions for Raw Material : • Explode the computerized Product Tree • Get the BoM of the product • Deduct from the recommended quantities of the BoM the available Free Stock • Set out the required quantities of material to be purchased Purchasing Requisition Vendor Qualification Purchase Order Issuing Purchasing Control Vendor Performances Purchasing Quality Purchasing Payment Purchasing Records The Purchasing Requisition Content for Raw Material : PP&C technician/engineer should fill the Purchasing Requisition , as follows: • Catalog Number of Required Item • Name / designation of the Item • Required quantities • Required deliveries schedule • Recommended source ( if any ) • Special recommendations / requirements associated to the acquisition • Drawing number of the Item ( if necessary/available ) • Quality Control Specifications number of the Item • Other Relevant Documents number Purchasing Requisition Vendor Qualification Purchase Order Issuing Purchasing Control Vendor Performances Purchasing Quality Purchasing Payment Purchasing Records Forwarding the Raw Material Purchasing Requisition to Purchasing Department : • The following Documents should be attached to the Purchasing Requisition: Drawing of the Item ( if necessary/available ) Quality Control Specifications of the Item Other Relevant Documents • The PP&C Manager should verify and approve the Purchase Requisition content before • The PP&C technician/engineer should forward it to the Purchasing Department P Purchasing Requisition Vendor Qualification Purchase Order Issuing Purchasing Control Vendor Performances Purchasing Quality Purchasing Payment Purchasing Records Purchase Requisition Process for Raw Materials Flow Chart PPC Worker PPC Manager Start Explode the computerized Tree Product Get the BoM of the product Deduct from the recommended quantities of the BoM the available Free Stock located in the Warehouses and In-Process of manufacturing Set out the required quantities of material to be purchased following deduction of the available Free Stock NO Is the Material Specification valid? YES Perform a search in the PDM System according to the relevant Catalog Number Open a Purchase Requisition in the Priority Attach to the PR or the relevant PDM file the following: Drawing of the item, Quality Control specifications, other relevant documents Verify & approve the Purchase Requisition content in the ERP system Forward the PR to the Purchasing Department through the ERP system End Purchasing Requisition Vendor Qualification Purchase Order Issuing Purchasing Control Vendor Performances Purchasing Quality Purchasing Payment Purchasing Records Purchasing Requisition for Consumables Consumable Material may refer to the following: • • • • • • • • • Dangerous materials, Oils, Soluble materials etc Ammunition Cutting tools Machinery and equipment Packages Measuring Tools and Devices Technical Maintenance Procurement Hardware & Software General Procurement To be continued…… Purchasing Requisition Vendor Qualification Purchase Order Issuing Purchasing Control Vendor Performances Purchasing Quality Purchasing Payment Purchasing Records Purchasing Requisition for Consumables ( continued ) The purchasing requisition for Consumables is initiated by the following personnel: • Department Manager – Whenever a shortage is noticed in the production floor • Warehouse Manager – Whenever the stock in the warehouse is below the specified minimum level • Maintenance Manager - Whenever a shortage is noticed in the Maintenance Department Purchasing Requisition Vendor Qualification Purchase Order Issuing Purchasing Control Vendor Performances Purchasing Quality Purchasing Payment Purchasing Records The Purchasing Requisition Content for Consumables The purchase requisition should include all the necessary data for the achievement of a correct acquisition: • • • • • • • • Catalog Number of Required Consumable Name / designation of the goods Required quantities Required deliveries schedule Recommended source ( if any ) Special recommendations / requirements associated to the acquisition Quality Control Specifications of the Item Other Relevant Documents Following approval of the purchasing requisition by the warehouse or Maintenance Manager, the initiator should forward it to the Purchasing Department, through the Priority, for order processing Purchasing Requisition Vendor Qualification Purchase Order Issuing Purchasing Control Vendor Performances Purchasing Quality Purchasing Payment Flow Chart of Purchase Order Issuing Buyer Purchasing Manager Warehouse (W.H) Manager QA Manager Start Receive Purchasing Requisition Verify completeness of the P.R Open Order File and Attach authorized drawings, Quality Inspection Spec., and Material Spec Prepare RFQ and address it to selected qualified Vendors Receive Quotations from Vendors and update the details in the ERP system Select Vendor following negotiations Formulate a Purchasing Contract to the selected Vendor Yes Is the Purchasing Contract approved? No Forward to Vendor Receive the Vendor’s confirmation and conduct an orderly follow-up regarding the order’s payment execution Instruct the Vendor in case the Parts\goods are dangerous materials, which require special handling Receive parts\ goods Inspect Quality Approve payment End Purchasing Records Purchasing Requisition Vendor Qualification Purchase Order Issuing Purchasing Control Vendor Performances Purchasing Quality Purchasing Payment Purchasing Records Order Execution Follow-Up : The Buyer should follow-up the order execution as made by the Vendor : • Get a periodical report from the Vendor on the Order Execution Progress • Be the coordinator between the Purchasing Requisition Initiator and the Vendor in case there is a request for a change in the Order Clauses from any side ( Advance of delay the delivery time, change of ordered quantities, etc… ) • Look for the risks involved with the proper execution of the order and prevent them • Up-date the ERP System regarding changing terms and conditions of the Order , if any • Co-ordinate with Quality Assurance (QA) the need to perform activities within the Vendor Plant including Audit, First Article Inspections, Receiving Inspection at source, etc… To be Continued………… Purchasing Requisition Vendor Qualification Purchase Order Issuing Purchasing Control Vendor Performances Purchasing Quality Purchasing Payment Purchasing Records Order Execution Follow-Up ( …Continued ): • In case the Vendor is late with his ordered deliveries, inform immediately the Purchasing Requisition Initiator • In case the Vendor announces that he is ready to deliver the ordered goods sooner than ordered, then check, first, with the Finance Department • Make sure the Vendor is aware in case the ordered Goods are classified dangerous materials, which require special handling • Before approving the invoice sent by the Vendor, ensure the following : - Receiving in acceptable conditions by the warehouse ( Packaging, Marking,… ) QC Receiving inspection is OK No delay is reported in Delivery Schedule No penalty is assigned to the Vendor Purchasing Requisition Vendor Qualification Purchase Order Issuing Purchasing Control Vendor Performances Purchasing Quality Purchasing Payment Purchasing Records Control of a Vendor Performance : The Control of a Vendor Performance is done by means of current evaluation of the orders executions and is based mainly on the following : • Quality of Delivered Products : Any deficiency recorder during the QC Receiving Inspection engender an MRB session to evaluate the gravity of the defect Purchasing Manager should require from the Vendor a report on the Corrective Actions undertook to prevent recurrence of the issue • Delays in Deliveries : Any delay in Vendor’s delivery should be currently reflected in the ERP System and reported to the relevant Buyer and to the Purchasing Requisition Initiator The Buyer should immediately check with the Vendor the cause of the Delivery Delay and set-up an up-dated Due Date To be Continued………… Purchasing Requisition Vendor Qualification Purchase Order Issuing Purchasing Control Vendor Performances Purchasing Quality Purchasing Payment Purchasing Records Control of a Vendor Performance ( ……continued ) : • Poor Vendor Documentation : The Purchasing Manager should take into account the Vendor’s Supporting Documentation attached to each delivery The accuracy and completeness of the Quality Documentation provided by the Vendor as : Certificate of Conformity (COC), Quality Control, Inspection Reports, Internal review Reports, etc… are integral part of the Vendor’s evaluation • A vendor that is deficient in Quality, late with his deliveries or provides poor supporting documentation should be penalized and his quality score should be degraded • The vendors records should be registered on a computerized program in order to serve as a vendor selection criteria for next bid to come Purchasing Requisition Vendor Qualification Purchase Order Issuing Purchasing Control Vendor Performances Purchasing Quality Purchasing Payment Purchasing Records Numerical Vendor Evaluation : For the relative evaluation of vendors a computerized file should be used in order to accumulate and analyzes the level of their current achievements Vendors scores, based on the QC receiving inspection results, which should be recorded on the computerized system will be based on the following data: A Quality Score Criteria : Score 100 - For products received free of deficiency Score 90 - For products received with incomplete documentation Score 80 - For products received with discrepancies that are within the limits of the required AQL Score 70 - For products received with deviations ( out of tolerances, etc… ) Score 60 – For products accepted following the Vendor’s MRB ( prior to deliveries ) Score 40 - For products rejected by QC receiving inspection and later accepted by Z1 MRB Score 20 – For products accepted following sorting of a rejected lot Score – For rejected lot To be Continued………… Purchasing Requisition Vendor Qualification Purchase Order Issuing Purchasing Control Vendor Performances Purchasing Quality Purchasing Payment Purchasing Records Numerical Vendor Evaluation ( …Continued ): B Delivery Schedule Score Criteria : Score 100 : Score 90 : Score 75 : Score 45 : Score : Meeting the required delivery time Late in delivery not more than 15 days Late in delivery starting from 16 to 30 days Late in delivery starting from 31 to 45 days Late in delivery starting from 46 days and up C Reliability / Completeness of Documentation : Score 100 - When the QC report submitted by the Vendor is compatible with the QC receiving inspection findings and all meet the order requirements Score 80 - When there is a difference between the Vendor report findings and the QC receiving inspection findings but all of them within the AQL boundaries Score 60 - The documentation submitted is incomplete or there is a discrepancy between the Vendor’s report findings and the QC receiving inspection, beyond required AQL Score - When no documentation was submitted by the Vendor or the discrepancy between the findings is particularly high Purchasing Requisition Vendor Qualification Purchase Order Issuing Purchasing Control Vendor Performances Purchasing Quality Purchasing Payment Purchasing Records Vendor Follow-Up : The Purchasing Manager should require from the QA Manager to undertake a follow-up and control of the Vendors activities as follows : • Conduct periodic Audits at Vendor’s Plant whenever the Vendor maintains ongoing working relations with the plant Such an Audit should be carried out at least once a year • Follow-up Vendors Numerical Evaluation Scores as described above • A vendor who receives a semi-annual score falls below 80 will receive a formal written warning from the QA Department • A vendor that during the calendar year receives a cumulative score lower than 80 will be checked by the QA Manager along with the Purchasing Manager whether to cease engagement or to continue business relationship with him • In the event of a decision to stop work with him, a written notice should be forwarded by the Purchasing Manager Purchase Order Issuing Vendor Qualification Purchasing Requisition Purchasing Control Vendor Performances Vendor Performance Evaluation : Vendor data Name: _ Current Evaluation Record is set to Address: _ Evaluation No.: _ Telephone: _ Valid until: Examination Topics and Grades Data Tested Weight (A) Evaluated Grade (B) Weighted Grade ( C=A*B ) Comments 0.5 Quality Level Supporting Documents Completeness 0.2 Delivery Time 0.3 Total : Example : For - Quality Level B1 = 80 Documents Completeness :B2 = 60 Delivery Time ; B3 = 90 Then the Evaluated Grade for such Delivery shall be : C = ( B1*0.5 )+( B2*0.2 ) + ( B3*0.3) = ( 80*0.5 )+ ( 60*0.2 ) + ( 90*0.3) = 79 The evaluation of a single delivery should be added to the current evaluation record of the Vendor by re- calculating the new average Comments: Name and Surname: Signature: Date: _ Purchasing Quality Purchasing Payment Purchasing Records Purchasing Requisition Vendor Qualification Purchase Order Issuing Purchasing Control Vendor Performance Purchasing Quality Purchasing Payment Purchasing Records Quality of Purchasing • Any Purchasing Order should be issued only to Approved Suppliers / Sub-Contractors • The Purchasing Process should be done according to the Procedures related to the Purchasing Department • The Quality Assurance Department shall review the Quality Requirements that are included, when applicable, in the Purchasing Requirements and shall approve them • Any Purchase Order for Raw Material, Parts or Services not connected to the Product should be Marked with a Stamp “ NOT QUALITY CONTROLLED “ To be continued…… Vendor Qualification Purchasing Requisition Purchase Order Issuing Purchasing Control Vendor Performance Purchasing Quality Purchasing Payment Purchasing Records Quality of Purchasing ( continued ) : • An order for Raw Material / Component should include the following Data : - Order Number Exact designation / description of the ordered item A requirement for a C.O.C from the Supplier, with the deliveries Packaging & Marking requirements Delivery Date • Purchasing Manager should forward a copy of the order to the Warehouse Manager and Quality Assurance Manager and inform them about expected delivery date of the ordered item • Each order copy should be kept during years following its issuing Vendor Qualification Purchasing Requisition Purchase Order Issuing Purchasing Control Vendor Performance Purchasing Qualityt Purchasing Payment Purchasing Records Purchasing Payment Handling Following deliveries of the ordered Goods and receiving of the Vendor Invoice, the Buyer should verify if the Invoice Data are conforming to the Order The Buyer should approve the invoice for payment and forward it to the Finance Department only following getting of Receiving Inspection Report from the Warehouse QC Inspector Discrepancies must be reconciled before payment is issued Some level of discrepancies can be ignored (e.g if +/- 5% or +/- $25) Key Document Flow Requisition Purchase Order Packing Slip (Receiving) Invoice Payment Purchasing Requisition Vendor Qualification Purchase Order Issuing Purchasing Control Vendor Performance Purchasing Qualityt Purchasing Payment Purchasing Records Purchasing Archive • Upon completion of the Order execution, The Purchasing File should be closed by the Buyer and maintained in the ERP Historical Purchasing Files • Purchase Orders should be archived for up to years • Key Records to be Maintained : Purchase Order Log of all PO’s Copies of Purchase Orders Item data Supplier history file Outstanding Contracts against which PO’s are placed Purchasing Requisition Vendor Qualification Purchase Order Issuing Purchasing Control Vendor Performances Purchasing Quality Purchasing Payment Purchasing Records To conclude • Most companies have a large potential for improvement in the area of purchasing management • The systematic approach of the purchasing management process can help make this potential visible and accessible • However, it might take time to put all the elements of the purchasing management process in place [...]... thereof 2.4 To keep the Information confidential and to permit access thereto only to personnel whose access to same is essential for the purpose aforementioned and to require such personnel to enter into undertakings similar to those specified above To be Continued………… Purchasing Requisition Vendor Qualification Purchase Order Issuing Purchasing Control Vendor Performances Purchasing Payment Purchasing. .. up to one year • Purchasing Manager should forward to the Vendor the outcome of the QA Audit and inform him either he is approved, rejected or needs to undertake some corrective actions • The Purchasing Manager should forward to the Vendor a Non Disclosure Agreement ( NDA) to be signed by the Vendor and be returned to the Purchasing Manager • Purchasing Manager should include the Qualified Vendor into... Documents supporting the acquisition In case the Purchasing Requisition is missing any of the data mentioned above, then, the Buyer should send back the Purchasing Requisition to the initiator in order to complete it Purchasing Requisition Vendor Qualification Purchase Order Issuing Purchasing Control Vendor Performances Purchasing Quality Purchasing Payment Purchasing Records 2 Request for Quotation (... according to the relevant Catalog Number or address the supplier Open a Purchase Requisition in the Priority Attach to the PR or the relevant PDM file the relevant documents (if any) Forward the PR to the Purchasing Department through the ERP system End Purchasing Payment Purchasing Records Purchasing Requisition Vendor Qualification Purchase Order Issuing Purchasing Control Vendor Performances Purchasing. .. Qualification Purchase Order Issuing Purchasing Control Vendor Performances Purchasing Quality Purchasing Payment Purchasing Records QA Questionnaire - Z1 Initial Assessment of the Vendor’s Factory You are requested to fill out this questionnaire as accurately and send it to the QA Department of Z1 plant Until (+) _ If necessary you can attach additional pages to the questionnaire to expand the description... Box – The total at the bottom of the Table represents the number of X’s in each Previous Audit Total : columns In case an Audit was done in the past, Put the resulting “Previous Audit Total “ for comparison purposes with the current one Name: Purchasing Requisition Vendor Qualification Purchase Order Issuing Purchasing Control Vendor Performances Purchasing Quality Purchasing Payment Purchasing. .. etc… To be Continued………… Purchasing Requisition Vendor Qualification Purchase Order Issuing Purchasing Control Vendor Performances Purchasing Quality Purchasing Payment Purchasing Records 1 Order Execution Follow-Up ( …Continued ): • In case the Vendor is late with his ordered deliveries, inform immediately the Purchasing Requisition Initiator • In case the Vendor announces that he is ready to deliver... an up-dated Due Date To be Continued………… Purchasing Requisition Vendor Qualification Purchase Order Issuing Purchasing Control Vendor Performances Purchasing Quality Purchasing Payment Purchasing Records Control of a Vendor Performance ( ……continued ) : • Poor Vendor Documentation : The Purchasing Manager should take into account the Vendor’s Supporting Documentation attached to each delivery The... accepted, rejected, need to perform corrective measures Yes Corrective measures? Perform corrective measures 4.10 Sign an NDA 4.11 Keep the vendor in a qualified vendor list an to the vendor address RFQ End No Purchasing Requisition Vendor Qualification Purchase Order Issuing Purchasing Control Vendor Performances Purchasing Quality Purchasing Payment Purchasing Records 1 Purchasing Order Content :... order to conduct a follow-up regarding the Procurement in question • Following the receiving of a Purchasing Requisition, the Buyer should verify completeness of all the necessary information required for the opening of an Order File To be continued……… Purchasing Requisition Vendor Qualification Purchase Order Issuing Purchasing Control Vendor Performances Purchasing Quality Purchasing Payment Purchasing