Purchasing Procedure - Purchasing process is not complete until product is received?

S

S.Frieda

#1
I am currently working on a procedure that describes our purchasing process. I believe the procedure should start with the initiation of the purchase (purchase requisition, MRP, forecast) and end when the order is placed and the PO is filed. Management, however, thinks that the purchasing process is not complete until the product is received. I believe receiving is a separate process and should not be part of the purchasing procedure. I welcome your feedback!
 
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D

David Mullins

#2
How you break the process up is your business, but don't forget para 7.4.3 Verification of purchased product.
Many companies do keep receiving & inspection as a separate operation - this would be referenced in the purchasing procedure.
 
M

Manu G

#3
Re: Purchasing Procedure - Purchasing process is not complete until product is receiv

can u please, post the format of procedure u working with
 
#4
Re: Purchasing Procedure - Purchasing process is not complete until product is receiv

Why does your purchasing procedure need to stop when your purchased product unloads from the truck? Just because your Purchasing Department does not include your Receiving Department? What about the "process approach"?

Our "purchasing" procedure actually starts out in Engineering with the requirements for fully specifying the product in a way that Purchasing types can procure them without acquiring an Engineering Degree. It includes the Quality Department approving suppliers (and developing their quality systems), the information that Purchasing must give the supplier on the Purchase Order, what steps are necessary to verify purchased product in the Receiving Department and finishes with a database that allows several different departments to enter and have executed "extra" inspection requirements that may arise by necessity based on experience.

If I broke this down by "department", I could end up with 5 or 6 procedures just to meet the requirements of Section 7.4 Purchasing and very complicated explanation of the flow of the purchasing process.
 
#5
Re: Purchasing Procedure - Purchasing process is not complete until product is receiv

I am currently working on a procedure that describes our purchasing process. I believe the procedure should start with the initiation of the purchase (purchase requisition, MRP, forecast) and end when the order is placed and the PO is filed. Management, however, thinks that the purchasing process is not complete until the product is received. I believe receiving is a separate process and should not be part of the purchasing procedure. I welcome your feedback!
I would agree with your approach here. The purchasing process begins with a requirment, takes into consideration sources, delivery requirements, costs, budget etc. and ends with an approved P.O. The next process is the suppliers and has little or nothing to do with your organization's quality system. When the supplied product arrives, it's then your organization's process which kicks in to evaluate the supplier's process/product as a feedback to the Purchasing process and a control over the inputs..........
 
V

vanputten

#6
Re: Purchasing Procedure - Purchasing process is not complete until product is receiv

I don't think the Purchasing Process ends at receipt of whatever was ordered. I think the Purchasing Process ends after the details of what was received and when it was received, is reviewed by Purchasing and deemed to be adequate or Acts upon it. The Purchasing Process ends after the A in PDCA is appled to the processes.

How does Purchasing know they have an effective processes?

Regards,

Dirk
 
V

vanputten

#7
Re: Purchasing Procedure - Purchasing process is not complete until product is receiv

Another equally important question to ask is, when does the Purchasing Process begin? It begins with the planning of purchasing and not a purchase order, right?

Regards,

Dirk
 

Stijloor

Staff member
Super Moderator
#8
Re: Purchasing Procedure - Purchasing process is not complete until product is receiv

Hello Fellow Covers,

I think we make this a little too complex.....

The Purchasing process starts with someone who has a need for something.
It ends when that need is fulfilled, in other words, when this person (or group, or department) has received the goods per their specifications.
Yes, and someone has to verify that the goods delivered meet the goods ordered. It's that simple.

I'm sure that some here at The Cove will disagree with my simplistic view...that's OK. We tend to make simple processes way too complex and then argue to justify its complexity. Keep it simple folks. Life is already too difficult as it is. :yes:

Happy Purchasing!

Stijloor.
 
Last edited:
V

vanputten

#9
Re: Purchasing Procedure - Purchasing process is not complete until product is receiv

Hello Stijloor:

Are your comments in response to my postings?

Thank you,

Dirk
 

Stijloor

Staff member
Super Moderator
#10
Re: Purchasing Procedure - Purchasing process is not complete until product is receiv

Hello Stijloor:

Are your comments in response to my postings?

Thank you,

Dirk
Hello Dirk,

Thank you for your question. No, not in particular. My response was intended to be more of a general nature. If I had directly responded to your posts, I would have quoted them. I hope I answered your question.

Stijloor.
 
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