SAMPLE COMPANY Page 1 of 5 SOP # 06-2 Revision: Prepared by: _ Effective Date: Approved by: _ Title: PURCHASING PROCEDURES Policy: Procurement of all inventory, supplies and capital equipment will be facilitated through the Purchasing Department. The Purchasing Department will be responsible for using good purchasing methods for optimizing price savings, quality or value of products, vendor working relationships, and for assuring proper inventory control and inspections as required by company policies and all regulatory and customer contract requirements. Purpose: To provide procedures for procurement methods and completion of related documents. Scope: This procedure applies to the purchase of all inventory items, supplies and capital equipment for all departments within the company. Procedures: 1.0 Order Determination and Requisition 1.1 The reorder quantity of standard production inventory items will be determined per available stock on hand in conjunction with the requirements to satisfy the monthly production plan (sales forecast). Safety stock amounts as determined for each inventory item will be observed. The quantity requirement will be compared to vendor pricing schedules and the economic order quantity will be determined. Purchase Orders will then be prepared and placed accordingly. 1.2 For non-inventory production items, including supplies and engineering components, a Purchase Requisition (Exhibit 1) will be prepared by the originating individual or department. Requisitions should be completed and approved with the following items and any additional supporting documentation: a. Complete description with part or model numbers if available. b. Quantity required. c. Date required. d. Requesting department and accounting code. e. Recommended vendor or source if applicable. PURCHASING PROCEDURES Page 2 of 5 Purchasing will analyze terms, vendor, pricing, quantity breaks, etc., and will order accordingly in the company's best interest. Purchasing will notify the requestor of any material variances prior to placement of the order. 1.3 Vendor selection for inventory and non-inventory items will be in accordance with the company's procedures for Vendor Selection, Files and Inspections. 2.0 Order Placement 2.1 Purchasing will be responsible for completing a company Purchase Order (Exhibit 2) for all orders. The Purchase Order should be completed with all applicable information and authorized and entered into the Purchase Order Log. Orders can be placed with the vendor either by telephone or by Fax or mail. When placing orders by telephone, the vendor contact and date of order should be noted and a confirming copy of the order sent to the vendor. 2.2 Purchasing will be responsible for following-up on shipping, delivery, expediting and partial shipments of ordered items to assist manufacturing with consistent production flow and other departments operational requirements. Purchasing can either telephone vendors or use a Purchase Order Follow-Up Form (Exhibit 3) to verify, trace or expedite orders. 3.0 Recordkeeping and Matching 3.1 When Purchase Orders are issued, the Purchasing and Accounting copies will be placed in an Open Purchase Order File until the items are received. 3.2 Items will be received in accordance with the company's procedures for Receiving and Inspection. The completed vendor's packing list and/or Receiving Report will be forwarded to Purchasing. Purchasing will then match the receiving paperwork to the open purchase order. The Accounting copy with the receiving paperwork and supporting requisition paperwork will be forwarded to Accounts Payable. The Purchasing copy will be filed in the Closed Purchase Order File. For partial shipments, a photocopy of the Purchase Order and the receiving paperwork will be forwarded to Accounts Payable. The original Purchase Order will be kept in the open file until all items are received.