Standard Operating Procedure (SOP) for Creation and Processing of Purchase Orders
Objective:
To establish a systematic procedure for creating, reviewing, and issuing Purchase Orders (PO) for materials and equipment required for organizational operations, ensuring accurate details, quality compliance, and efficient processing.
Scope:
This SOP applies to the Purchasing and Finance Departments
for generating and processing Purchase Orders.
Responsible
Personnel:
- Purchasing Department
- Finance Department
- Authorized Management Personnel
Procedure for Creating a Purchase Order
1. Initiate Purchase Request:
- Review requirements from departments needing materials or equipment, including specifications, quantities, and any unique requirements.
2. Verify Vendor Details and Documentation:
- Ensure vendor
details are up-to-date, including company address, contact person, phone
number, and email.
- For this PO:
To: M/s --------
Enterprises
Contact: Ms or
Mr.-------------, Mob:------------------------
Address:--------------------------------------------------------------------, India
3. Reference Quotation and Finalize PO Details:
- Review the
vendor's quotation to confirm that the PO aligns with agreed terms, pricing,
and specifications.
- Quotation Date Reference: --th October 202-
4. Prepare Purchase Order Document:
- Include detailed
item description, unit price, quantity, and total price:
- Example Product
Details for Reference:
Double Door
Horizontal High-Pressure Cylindrical Steam Sterilizer: Semi-Automatic,
Microprocessor-based Digital Controller (Model: LBS-FAC-500)
-
Specifications: Triple walled construction, 500L capacity, and stainless steel.
- Accessories:
Pressure control switch, water cut-off device, vacuum breaker, pressure gauge,
and additional safety devices.
- Special Features: Digital temperature controller, automatic cycle control, and Pt-100 sensor.
5. Calculate Costs and Include Financial Terms:
- Verify all item
prices, additional fees, and final total, ensuring accuracy.
- Important
Financial Details:
- Total Price:
₹4,50,000 (with additional packaging and validation charges)
- Taxes: GST 18%
Extra
- Payment Terms: 50% advance, 40% on Performa Invoice, 10% after successful installation.
6. Define and Include Terms and Conditions:
- Document delivery
timelines, installation procedures, and warranty policies clearly:
- Delivery: 2-3
weeks from order, with installation scheduled post-delivery.
- Warranty: 12
months post-installation.
- Place of
Delivery: Laboratory address provided by ----------- PRIVATE LIMITED.
- Billing Address: Bill to ---------------- PRIVATE LIMITED with GST No: ----------------.
7. Review and Approval Process:
- Conduct a
thorough review of all details and verify the alignment of PO details with
organizational policies.
- Obtain approval
from authorized personnel within the department before issuing the PO to the
vendor.
8. Issue Purchase Order to Vendor:
- Send the
completed PO document to the vendor via email or the preferred communication
channel, confirming receipt and agreement on terms.
9. File and Record-Keeping:
- Keep copies of the issued PO, vendor communications, and any related documents in the purchasing records for future reference and audit.
Important Points to
Consider
- Accuracy: Ensure all item descriptions, specifications,
prices, and quantities are accurate to avoid miscommunication or errors.
- Compliance with Vendor Terms: Confirm vendor compliance
with specifications and financial terms, including taxes, payment terms, and
delivery schedules.
- Documentation: Maintain organized records of all POs,
invoices, and communications for accountability and auditing purposes.
- Legal Considerations: Verify jurisdiction clauses to
ensure adherence to local legal requirements.
Authorized By:
[Authorized Person's Signature]
Title: [Title]
END OF DOCUMENT
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