I. Purchase requisition and its terms
1. Definition of purchase requisition
The picking list refers to the whole process that someone or a department determines one or more materials according to the production needs and fills in a list of these materials in the prescribed format.
2. Elements of purchase requisition
A complete requisition should include the following elements: (1) requisitioning department; (2) The item to which the shopping item belongs; (3) an application for purchase; (four) the name of the goods to be purchased; (5) the number of items to be purchased; (six) the specifications of the goods to be purchased; (7) Ask for samples, drawings or technical data of the purchased goods; (8) Demand time of goods to be purchased; (9) If there are special needs, please indicate; (10) Filled by purchase requisition; (1 1) Head of the purchasing department; (12) approver of purchase requisition; (13) Review by Deputy Chief Procurement Officer; (14) financial auditor; (15) general manager of the company.
3. Requisitions and their reporting requirements
(1) The purchase requisition should be filled in completely and clearly according to the elements, and submitted to the purchasing department after being approved by the company leaders; (2) Purchase of fixed assets shall be filled in and submitted in the format of Schedule 1 (Application Form for Purchase of Fixed Assets); (3) The procurement of other materials, equipment and engineering projects shall be completed and submitted in the format of Schedule 2 (Material Procurement Application Form). ); (4) Daily sporadic procurement shall be filled in and submitted in the format printed by the company according to Schedule 3 (Material Procurement Approval Form); (5) The requisitioning department shall require the purchasing department to sign the receipt of the purchase order, and then submit it to the purchasing department for backup; (6) When the number of purchase requisitions involved is too large, it can be submitted in the form of an attachment list, and the electronic documents of the list should also be submitted together to improve efficiency; (7) In case of the company's urgent need for production and living materials and the absence of the company's leaders, you can ask for instructions by telephone or other forms, submit them to the purchasing department after obtaining the consent, and complete them after signing the confirmation procedures. (8) If products are purchased from a single source or a designated purchasing manufacturer and brand, the requisitioning department must make a written explanation. (9) Changes and supplements to the purchase requisition shall be signed by the company leaders in written form and then reported to the purchasing department.
4. The submission department of the company's material requirements.
(1) The materials, services, fixed assets, projects and other items operated and produced by the company shall be submitted by the production department; (2) The company's materials, fixed assets, services or other living and office supplies shall be submitted by the office;
(3) Special materials for each department of the company shall be submitted by each department.
Two. Provisions for receiving and distributing requisitions
1. Receiving point of purchase requisition
(1) When receiving the purchase requisition, the purchasing department shall check whether the purchase requisition is complete and clear, and whether the purchase requisition has been approved by the company leaders;
(2) When receiving the purchase requisition, we should follow the principles of no purchase without plan, no purchase with incomplete product name and specifications, no purchase with incomplete drawings and technical data, and no purchase with overstocked materials;
(3) Inform the warehouse manager to check whether the shopping materials are available;
(4) inform the purchasing department in time that it does not meet the requirements and cancel the subscription funds.
2. Requisition Release Rules
(1) The purchasing department handles the purchase requisition according to the division of responsibilities between personnel and positions;
(2) Priority should be given to emergency requisition projects;
(3) If it cannot be completed on the demand day of the requisitioning department, it shall notify the requisitioning department;
(4) Before purchasing important projects, the opinions of relevant leaders of the company should be sought.
3, the provisions of the procurement cycle
(1) The procurement cycle of sporadic procurement projects with a single purchase amount less than 1 000 yuan or materials and products with a budget less than 1 000 yuan that can be purchased in urban areas shall not exceed 5 days;
(2) The procurement cycle of a project with a single purchase amount budget exceeding 6,543,800 yuan+0,000 yuan should not exceed 654.38+0.5 days.
(3) The procurement department of a project with a single purchase amount of more than 200,000 yuan invites public bidding for procurement, and the procurement cycle does not exceed 40 days; (4) A project with a single purchase budget of more than RMB 6,543,800+0,000 yuan may be tendered by an agent tendering company, and the procurement period shall not exceed 60 days;
(5) The purchasing department shall claim the package in advance according to the time specified in (1)-(4) above. If the purchasing department can't finish the purchasing task on time, it should explain the reasons to the company leaders;
(6) In case of emergency procurement, report to the company leaders to adopt the strategy of quick priority procurement;
Three. Investigation and its terms
1. When making an inquiry, please carefully review the name, specification, quantity and name of the requisition, understand the drawings and their technical requirements, and communicate with the requisition department in time if you encounter any problems;
2 products belonging to the same type or similar attributes should be sorted, classified, packaged and purchased centrally;
3. Priority should be given to emergency requisition projects;
4. All procurement items must be inquired directly from the manufacturer or service provider, and in principle, it is not necessary to inquire through its agents or various intermediaries;
5. For the materials or equipment required by the requisitioning department, if there are substitutes with lower cost, you can recommend purchasing substitutes;
6. For important materials, projects or purchases with an estimated single purchase amount of over 6,543,800+million, the basic information of the proposed quotation or bidder should be reported to the relevant leaders of the company before inquiry, and then the inquiry or tender should be issued after being submitted to the leaders of the company for approval according to the format in Schedule 4 (list of proposed quotation/bidder);
7. For the same specifications and technical requirements, different brands should make inquiries;
8. Except for fixed assets, projects with a single purchase amount of less than 6,543,800 yuan can be purchased by themselves; For all projects with a single purchase budget of more than 654.38 million yuan, at least 3 suppliers should be required to participate in price comparison or bidding, and at least 4 units should be invited to participate in price comparison or bidding projects; The procurement department organizes bidding for projects with a single purchase amount of more than 200,000 yuan, and the relevant leaders of the company participate in supervision; The leaders of the company decide whether to entrust a third-party organization to bid for a project with a single purchase amount of more than 6,543,800 yuan;
9. The units invited by purchasing by price comparison or bidding should have certain qualifications and strength, and have the ability to provide or complete the materials and projects required by our company;
10. Price comparison procurement or bidding procurement shall be conducted in accordance with the format of Schedule 5 (inquiry form for materials or equipment) or the complete bidding document format;
1 1. In case of special circumstances during the inquiry, you should report to the company leaders in writing for instructions.
Third, price comparison and bargaining.
1. Confirm the supplier's supply capacity, delivery time and product or service quality;
2. Market analysis of the price level of qualified suppliers shows whether the prices of other manufacturers are the lowest, and the comprehensive conditions of quotation are more prominent;
3. After receiving the supplier's first quotation or bid opening, report the situation to the company's leaders and set the bargaining target or ideal winning bid price;
4. Important projects should verify and audit the strength and qualification of the target unit through certain methods, such as understanding the strength of suppliers in all aspects through field visits;
5. Refer to the target or ideal bid-winning price and further negotiate the price and conditions with the proposed cooperative unit or the proposed bid-winning unit. Four. Summary of price comparison and bargaining results
1. Price comparison and bargaining can only be summarized after reporting to the relevant leaders of the company and obtaining consent;
2. The summary of price comparison and bargaining results should list the price conditions such as quotation, time limit for a project, payment method, the company to be selected and the reasons according to the format of Schedule 6 (price comparison/bidding summary table), and review them one by one in a certain order; 3. If the price comparison and bargaining results fail to pass the audit of company leaders, they should be modified or re-processed.
Verb (abbreviation of verb) The signing of a contract and its terms.
1.
A contract is an agreement between the parties or both parties to establish, change or terminate a civil relationship. Contracts established according to law are protected by law. A contract in a broad sense refers to an agreement in all legal departments to determine the relationship between rights and obligations. At present, our procurement work mainly involves sales contracts of industrial and mining products.
(1) Elements included in the contract text
1) Contract name, number, signing time and place;
2) The name/,specification, quantity/quantity, unit price, total price and total contract amount of the purchased project/project, and the list, technical documents and confirmation drawings are an integral part of the contract; 3) packaging requirements;
4) The total contract amount includes tax, including the total price of the delivery company, and special circumstances need to be indicated; 5) payment method; 6) construction period; 7) Quality guarantee period; 8) Quality requirements and specifications;
9) Liability for breach of contract and dispute resolution; 10) Company information of both parties; 1 1) Other agreements. (2) Contract signing and its terms
1) If technical issues and company secrets are involved, pay attention to the confidentiality responsibility; 2) When drafting contract terms, all risks must be reduced to a minimum;
3) In order to prevent the contract quantity from increasing or increasing without foundation, the supplier is required to provide itemized quotation sheets during packaging and purchasing;
4) When the goods are ordered in large quantities, of great value or difficult to be counted, please ask the manufacturer to send representatives to the site to assist in the counting; 5) The warranty period must be clearly defined and the manufacturer is required to extend the warranty period as much as possible; 6) Specify the time and requirements for providing invoices in detail;
7) Different contracts stipulate different payment methods. For example, the contract of equipment should generally specify the payment amount, payment time and payment terms in the order of advance payment, acceptance payment, commissioning service fee and quality guarantee. 8) When cooperating with the first cooperative unit, the advance payment should be paid less or not; 9) The liability for breach of contract must be detailed and specific;
10) The signing of the contract can only be carried out after the inspection of the price comparison/bidding summary table is completed;
1 1) When signing the contract, the first draft of the contract shall be inspected according to the format in Schedule 7 (Contract Review and Approval Form); 12) The patrol sign of the contract shall be signed by the company leader after passing the examination, and shall take effect after being stamped with the company contract seal; 13) All signed contracts shall be submitted to the Finance Department in time. Intransitive verb payment and contract execution 1. settlement term
(1) All signed contracts shall be paid in accordance with the relevant provisions in the Company's Material Procurement, Payment and Reimbursement Process V 1. Revised version and the company's capital expenditure approval and reimbursement signature authority and management system; (2) Purchase items paid according to the schedule must pass the quality inspection before payment can be made;
(3) According to your regulations and contracts that meet the payment conditions, you should fill in Schedule 8 (capital expenditure approval form) or Schedule 9 (payment approval form) when paying, and submit the approval form to the Finance Department for payment after being signed by the patrol;
(4) The Finance Department shall make payment within 3 days after receiving the payment approval form, so as not to affect the execution of the contract and the delivery cycle. In case of special circumstances, it shall promptly notify the purchasing department and report to the company leaders.
2. Contract execution
(1) The signed contract shall be followed up by the project leader of the purchasing department and supervised by the purchasing department leader. If there is any problem, the purchasing department shall put forward suggestions or remedial measures in time, and notify the purchasing department and company leaders in time;
(2) During the execution of the signed contract, timely grasp the performance of contractual obligations and responsibilities of the cooperative units, track the quality and quantity, and urge them to perform on time;
(3) During the performance of the contract, the above agreement shall be strictly followed, and a supplementary contract shall be signed in time for matters not covered;
Seven, inspection and warehousing
1. Inspection application
(1) The purchasing department shall promptly notify the quality inspection department to check and accept the contract that has been performed by the supplier; (2) The acceptance criteria of different types of contract targets shall be implemented with reference to the relevant regulations of the company's quality inspection department; (3) The subject matter of the contract that meets the quality inspection application conditions shall be reported to the quality inspection department for quality inspection and acceptance at the first time; (4) After receiving the inspection notice from the purchasing department, the quality inspection department shall put forward the inspection in time and issue the inspection result certificate. The quality inspection department is mainly responsible for the situation that the quality inspection of the production department is not timely or cannot be put into storage; (5) The materials used in the company's life and office are not within the quality inspection scope of the company's quality inspection department.
Store it.
(1) All production materials, equipment and additional workpieces of the company shall be inspected or accepted by the quality inspection department before warehousing; (2) After the subject matter of the contract arrives at the company, the purchasing department shall notify the requisitioning department in time, and the requisitioning department will arrange unloading and handling in time; (3) After receiving the delivery note, the warehouse shall accept the contract subject matter that the quality inspection department fails to accept in time as temporary materials; (4) The product warehouses that have passed the quality inspection department's acceptance shall be put into storage in time, and the receipt documents shall be issued in time; (5) The additional workpieces shall be put into storage according to the raw materials;
(6) Fixed assets and services that have passed the quality inspection shall not be put into storage according to the company's financial regulations.