Process Manual Purchase
Process%20Manual-Purchase
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EPATHUSA PROCESS MANUAL – PURCHASE Issue No: 01 Date: September 15, 2017 Revision/Version: 01 Date: September 15, 2017 Approval Details Designation Prepared By Issued & Controlled By Approved By Process expert team Hari Anitha Copy Holders / File Access Authority Copy No Copy Holder 1 Management Representative (Master Copy) 2 Manager – Admin Page 1 of 5 Rev.:1.0, Dt: March 15, 2018 Process Manual - Purchase CONTENTS Sl. No Procedure Name 1 QSP for Purchase DOC No 0 QUALITY SYSTEM PROCEDURES QSP/ EPATHUSA/PUR/01 1 Version Status 2 3 4 • DOCUMENTS FORMATS 2 New Supplier Registration Form 3 Approved Suppliers List 4 Supplier Performance Rating 5 Purchase Requisition 6 Purchase Order 7 Material Receipt Note Page 2 of 5 QF/ EPATHUSA/PUR/01 QF/ EPATHUSA/PUR/02 QF/ EPATHUSA/PUR/03 QF/ EPATHUSA/PUR/04 QF/ EPATHUSA/PUR/05 QF/EPATHUSA/PUR/0 6 • • • • • • Rev.:1.0, Dt: March 15, 2018 5 Process Manual - Purchase Version History DCR Date No ❖ ❖ Nature of Change Brief Reason for Change Page / Section Where Changes Made Definitions and Acronyms ACRONYM/ TERM DEFINITION/ DESCRIPTION Admin Administration MD Managing Director MGR Manager PUR Purchase QF Quality Format Activity / Responsibility Matrix NO ACTIVITY MD 01 Approval of Supplier R 02 03 04 05 06 Approval of PR Call for Quotations Preparation of Purchase Order Approval of Purchase Order Supplier Performance Rating R MGR ADMIN I R R R R R – Responsible; I - Involved Page 3 of 5 Rev.:1.0, Dt: March 15, 2018 New Version No Process Manual - Purchase ❖ Purpose To ensure that the good quality material is procured from reputed suppliers and purchased materials are verified and stored ❖ Scope This procedure covers Systems, Capital Assets and other supporting equipments ❖ Responsibility Head Admin is responsible to ensure that this procedure is implemented and maintained Process Flow Diagram Refer • Approved Supplier List (QF/ ePATHUSA/PUR/02) • Previous Supplier Performance Reports • Purchase Requisition – QF/ePATHUSA/PUR/04) INPUT For Capital Assets (Systems & Supporting Equipment’s & Software) For Hard Ware Peripherals Enquiry about availability and Rates with Approved Suppliers and record Call For Quotations or Enquire for Rates from at least 3 Approved Suppliers If Required Material is not available with Approved Suppliers Preparation of comparative statement Enquiry with New Supplier and approve them through New Supplier Registration Form (QF/ ISPL/PUR/01) Generate Purchase Order (QF/ ePATHUSA /PUR/05) on Selected Supplier Receipt of Material Verification of purchased Product and Record the details supplier’ invoice challan Evaluate supplier performance periodically through SUPPLIER PERFORMANCE REPORT (QF/ ePATHUSA /PUR/03) OUTPUT Page 4 of 5 ❖ Supplier Performance Reports ❖ Approved Supplier List ❖ Purchased Product Rev.:1.0, Dt: March 15, 2018 Process Manual - Purchase ❖ Selection of New Supplier When ever a new supplier is to be selected, Supplier profile / broacher shall be collected and filed. The contact information and other details are recorded in New Supplier Registration Form (QF/ EPATHUSA/PUR/01). MD approves the supplier based on data and selected supplier will be added to Approved Suppliers List (QF/ EPATHUSA/PUR/02) ❖ Evaluation of Existing Supplier Performance All approved supplier’s performance is reviewed once in a year based on their past supplies and dealings. The Supplier Performance Rating (QF/ EPATHUSA/PUR/03) is recorded and maintained by purchase personal Reference Documents and Formats • Approved Supplier List – QF/ EPATHUSA/PUR/01 • New Supplier Registration Form - QF/ EPATHUSA/PUR/02 • Supplier Performance Rating - QF/ EPATHUSA/PUR/03 • Purchase Requisition – QF/ EPATHUSA/PUR/04 • Purchase Order – QF/ EPATHUSA/PUR/05 Page 5 of 5 Rev.:1.0, Dt: March 15, 2018
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