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Purchasing Verification & Supplier Selection

A

ali335

#1
hello everyone,

i am now preparing our company (Purchasing procedure)

our company is maintenance contractor for petrochemical plants

here are my questions :

1- Verification of purchased product (7.4.3)

is it enough to stamp "inspected" on the invoice with the signature of the person in charge for Verification as a verification tool instead of having receiving form



2- Supplier selection

as I roaming through this forum, I found a lot talking about "Supplier Survey" , the idea is good, but for me it is difficult to do in my business.

also, is it required by the standard?

because our way to select the supplier is :

• Sample Approval
• Product Demo - In-house Testing (QC Report)
• Customer’s Specifications
• Trial Order
• Price Comparison
• Catalog Verification
• Catalog Technical Evaluation /Supplier Site Visit
• Product Demonstration
• manpower Verification - qualification

it is very difficult to collect information about the suppliers themselves

and also are the information provided by them is true or not

specially their finical issues, competency and quality ??

thank you
 
Last edited:
Elsmar Forum Sponsor

somashekar

Staff member
Super Moderator
#2
is it enough to stamp "inspected" on the invoice with the signature of the person in charge for Verification as a verification tool instead of having receiving form
Yes, it meets the requirement of ISO9001:2008 which at 7.4.3 says :
The organization shall establish and implement the inspection or other activities necessary for ensuring that purchased product meets specified purchase requirements.
provided the person who signs is competent about the inspection methods or other activities necessary, and how he ensures that his inspection or activity is against the specified purchase requirement. Hopefully it is consistent across your organization.
About the supplier selection, your detailed method is good enough if it has been working well for you. Supplier survey is not a stated requirement in the ISO9001:2008.
 
A

ali335

#3
Yes, it meets the requirement of ISO9001:2008 which at 7.4.3 says :
The organization shall establish and implement the inspection or other activities necessary for ensuring that purchased product meets specified purchase requirements.
provided the person who signs is competent about the inspection methods or other activities necessary, and how he ensures that his inspection or activity is against the specified purchase requirement. Hopefully it is consistent across your organization.
About the supplier selection, your detailed method is good enough if it has been working well for you. Supplier survey is not a stated requirement in the ISO9001:2008.
thank you for the fast reply

your answer is very helpful for me

thank you
 

Ajit Basrur

Staff member
Admin
#4
hello everyone,

i am now preparing our company (Purchasing procedure)

our company is maintenance contractor for petrochemical plants

here are my questions :

1- Verification of purchased product (7.4.3)

is it enough to stamp "inspected" on the invoice with the signature of the person in charge for Verification as a verification tool instead of having receiving form

2- Supplier selection

as I roaming through this forum, I found a lot talking about "Supplier Survey" , the idea is good, but for me it is difficult to do in my business.

also, is it required by the standard?

because our way to select the supplier is :

• Sample Approval
• Product Demo - In-house Testing (QC Report)
• Customer’s Specifications
• Trial Order
• Price Comparison
• Catalog Verification
• Catalog Technical Evaluation /Supplier Site Visit
• Product Demonstration
• manpower Verification - qualification

it is very difficult to collect information about the suppliers themselves

and also are the information provided by them is true or not

specially their finical issues, competency and quality ??

thank you
Answer 1

Yes, as already mentioned by somashekhar earlier, its enough but do not forget to mention it in your procedure.

Answer 2

Supplier selection is the most important tool in evaluating if they can meet your expectations. If you arent sure of supplier's competency and capabilities, how can you ensured of good quality supplies consistently ?

The different steps that you have mentioned from "Sample Approval" are undertaken only after select a supplier.
 

harry

Super Moderator
#5
Generally, when you are involved with critical parts, highly technical, complex or big value service or products (usually dictated by time and capability) you may want to go through the process of Wikipedia reference-linkPre-qualification. Pre-qualification is like a filter process where you select only those that meet your preliminary requirements for further assessment and consideration.

This method is widely used in the project environment and I believe the oils & gas industry too.
 
J

Jeorg

#6
hello everyone,

i am now preparing our company (Purchasing procedure)

our company is maintenance contractor for petrochemical plants

here are my questions :

1- Verification of purchased product (7.4.3)

is it enough to stamp "inspected" on the invoice with the signature of the person in charge for Verification as a verification tool instead of having receiving form



2- Supplier selection

as I roaming through this forum, I found a lot talking about "Supplier Survey" , the idea is good, but for me it is difficult to do in my business.

also, is it required by the standard?

because our way to select the supplier is :

• Sample Approval
• Product Demo - In-house Testing (QC Report)
• Customer’s Specifications
• Trial Order
• Price Comparison
• Catalog Verification
• Catalog Technical Evaluation /Supplier Site Visit
• Product Demonstration
• manpower Verification - qualification

it is very difficult to collect information about the suppliers themselves

and also are the information provided by them is true or not

specially their finical issues, competency and quality ??

thank you
Item 2 first: Your method of supplier selection is perfect if you have documentation to back it up. The survey is, well, basically useless. Its just a feel good activity that keeps critics away. But it only consumes time and money.

Item 1: You need to define somewhere in your documentation what will inspected and how. (see purchasing in standard) If you are just buying bulk materials and do not test you have to verify that you got what you ordered by comparing labels to shipper and PO. If you ask for certification it needs to match and be retained also. You always need who and when on the verfication. So it can be on the Invoice but are you sure you don't mean the shipper. Either way you need to maintain a copy to substantiate that inspection was done. I would caution you not to use the word "Inspected" but rather "Accepted" or "Rejected". "Inspection" does not identify inspection *STATUS* which is required on the product container also.
 
A

ali335

#7
Answer 1

Yes, as already mentioned by somashekhar earlier, its enough but do not forget to mention it in your procedure.

Answer 2

Supplier selection is the most important tool in evaluating if they can meet your expectations. If you arent sure of supplier's competency and capabilities, how can you ensured of good quality supplies consistently ?

The different steps that you have mentioned from "Sample Approval" are undertaken only after select a supplier.

Dear Ajit ,

for Answer 2 :

sometimes we found this is the only supplier who can provide the requested product/service on that time and we don't have other choices


the issue here i am tring to use our existing and try to do minimum modification to comply with ISO requirements
 
A

ali335

#8
Generally, when you are involved with critical parts, highly technical, complex or big value service or products (usually dictated by time and capability) you may want to go through the process of Wikipedia reference-linkPre-qualification. Pre-qualification is like a filter process where you select only those that meet your preliminary requirements for further assessment and consideration.

This method is widely used in the project environment and I believe the oils & gas industry too.
dear Harry,

thank you for your reply,

our clients used this method when they ask us to participate on their projects
 
A

ali335

#9
Item 2 first: Your method of supplier selection is perfect if you have documentation to back it up. The survey is, well, basically useless. Its just a feel good activity that keeps critics away. But it only consumes time and money.

Item 1: You need to define somewhere in your documentation what will inspected and how. (see purchasing in standard) If you are just buying bulk materials and do not test you have to verify that you got what you ordered by comparing labels to shipper and PO. If you ask for certification it needs to match and be retained also. You always need who and when on the verfication. So it can be on the Invoice but are you sure you don't mean the shipper. Either way you need to maintain a copy to substantiate that inspection was done. I would caution you not to use the word "Inspected" but rather "Accepted" or "Rejected". "Inspection" does not identify inspection *STATUS* which is required on the product container also.
for item #2

yes, this what i am worry about , to be (useless) and waste a lot of time & effort

also, our company is new just completed the 3rd year,

i don't want to send Survey and few only will answer it !!

specially on our market, still the suppliers not rely engaged with the standards


for item #1

thank you for the advice of using the word "Accepted" instead of "inspected"

when i completed this part of vitrifaction, i will posted here for review

thank you all
 
Last edited:
J

JaneB

#10
ali335,

It is nowhere a requirement that you do a supplier survey. Entirely up to you if you do or not. (I've only ever done one, and then only because the client wanted to do it that way. Not a useful exercise at all!)

What IS required is that you:
- have criteria for how you select & monitor suppliers
- periodically evaluate them against your criteria, and
- of course take suitable action if they don't perform well, eg, fail to supply according to specs.

All this really is common sense: you need reasonable suppliers, so you get 'good stuff' from them that meets your requirements. How someone does that varies enormously.

If there's only one supplier... then there's only one supplier! Because no.1 in the criteria, of course, is 'ability to supply what you want'. But you still need to make sure you got what you wanted, and monitor supplier performance. Sounds like you're already doing this well.
 
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