Process Manual Purchase
Process%20Manual-Purchase
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Page 1 of 5 Rev.:1.0, Dt: March 15, 2018
EPATHUSA
PROCESS MANUAL – PURCHASE
Issue No: 01 Date: September 15, 2017
Revision/Version: 01 Date: September 15, 2017
Approval Details
Prepared By
Issued & Controlled By
Approved By
Designation
Process expert team
Hari
Anitha
Copy Holders / File Access Authority
Copy No
Copy Holder
1
Management Representative (Master Copy)
2
Manager – Admin
Process Manual - Purchase
Page 2 of 5 Rev.:1.0, Dt: March 15, 2018
CONTENTS
Sl.
No
Procedure Name
DOC No
Version Status
0
1
2
3
4
5
QUALITY SYSTEM PROCEDURES
1
QSP for Purchase
QSP/
EPATHUSA/PUR/01
•
DOCUMENTS
FORMATS
2
New Supplier Registration
Form
QF/
EPATHUSA/PUR/01
•
3
Approved Suppliers List
QF/
EPATHUSA/PUR/02
•
4
Supplier Performance Rating
QF/
EPATHUSA/PUR/03
•
5
Purchase Requisition
QF/
EPATHUSA/PUR/04
•
6
Purchase Order
QF/
EPATHUSA/PUR/05
•
7
Material Receipt Note
QF/EPATHUSA/PUR/0
6
•
Process Manual - Purchase
Page 3 of 5 Rev.:1.0, Dt: March 15, 2018
Version History
DCR
No
Date
Nature of Change
Brief Reason for Change
Page / Section
Where Changes
Made
New
Version
No
❖ 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
MGR
ADMIN
01
Approval of Supplier
R
I
02
Approval of PR
R
03
Call for Quotations
R
04
Preparation of Purchase Order
R
05
Approval of Purchase Order
R
06
Supplier Performance Rating
R
R – Responsible; I - Involved
Process Manual - Purchase
Page 4 of 5 Rev.:1.0, Dt: March 15, 2018
❖ 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
Generate Purchase Order (QF/ ePATHUSA /PUR/05) on
Selected Supplier
Call For Quotations or Enquire for Rates from at least
3 Approved Suppliers
For Capital Assets (Systems & Supporting Equipment’s & Software)
For Hard Ware Peripherals
Enquiry about availability and Rates with
Approved Suppliers and record
If Required Material is not available with Approved
Suppliers
Enquiry with New Supplier and approve them through
New Supplier Registration Form (QF/ ISPL/PUR/01)
Evaluate supplier performance periodically through SUPPLIER PERFORMANCE REPORT
(QF/ ePATHUSA /PUR/03)
Receipt of Material
OUTPUT
❖ Supplier Performance Reports
❖ Approved Supplier List
❖ Purchased Product
Preparation of comparative
statement
Verification of purchased Product and Record the details supplier’
invoice challan
Process Manual - Purchase
Page 5 of 5 Rev.:1.0, Dt: March 15, 2018
❖ 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
