The six steps of the procurement process follow the following process: Requisition? Inquiry? Price comparison? Instrument price? Place a purchase order? Delivery management? Put in storage? Reconciliation? Invoice? Payment; 2. If there is a fixed supplier and an order contract, you can omit everything such as the price comparison instrument; 3. All requirements (technical quality, delivery date, etc. ) Any materials to be purchased must be specified.
The first thing to pay attention to in purchasing process design is that the links of purchasing process should match the quantity, type and area of purchased goods. Too many process links will increase the work content and cost and reduce the work efficiency. If the process is too simple, the procurement process will get out of control.
Second, the procurement process should maintain its fluency and consistency, and avoid the same procurement document having different operation methods in different departments; Avoid too many departments signing the same procurement document, which will affect work efficiency.
The third is to clarify the tasks, powers and responsibilities of each operation and the verification methods; At the same time, we should pay attention to the principle of flexibility to prevent accidents from causing friction, repetition and confusion in the operation process, such as? Urgent purchase? Wait for something to happen.
Fourth, the design of procurement process should reflect the idea of democratic decision-making, and the design of procurement process should be decided by relevant personnel such as planning, design, technology, certification, order, quality management and so on. A complete procurement process should include the following contents: discovering demand, making procurement plan, selecting suppliers, drawing up purchase orders, tracking goods, accepting goods, paying for goods and updating records.
(A) the discovery of demand
The starting point of purchasing is to find the demand. For general enterprises, procurement comes from the specific needs of a certain department of the enterprise. For example, the office needs office supplies; The laboratory needs experimental equipment; The production department needs raw materials and so on. The person in charge of business activities of each department should clearly understand the needs of his department: what is needed, how much is needed, when it is needed, etc. Therefore, each specific department should put forward its own procurement demand plan and provide it to the procurement department within the specified time, and the procurement department will conduct centralized procurement to meet the needs of enterprise development. For the distribution center, on the one hand, the demand for procurement comes from the actual needs of various departments within the center; On the other hand, it comes from the purchase demand of customers. The task of the distribution center is to determine the purchase plan by reviewing the purchase demand, for example, how much to purchase; Where to buy, when to buy, etc.
(B) the preparation of procurement plans
Procurement plan refers to the deployment and arrangement of material procurement activities during the planning period on the basis of understanding the market supply and demand situation and mastering the law of material consumption of enterprises. It includes certification plan and order plan. Purchasing plan can be divided into broad sense and narrow sense. In a broad sense, procurement plan refers to the general name of various procurement plans prepared to ensure the supply of materials for various production and business activities. In a narrow sense, the procurement plan refers to the annual procurement plan, which is an arrangement for the quantity and time of various materials that an enterprise needs to purchase in its production and business activities within the planned year. Purchasing plan is a part of enterprise production plan and an integral part of enterprise annual plan and goal. The preparation of a complete procurement plan mainly includes the following eight links:
1. Prepare the certification plan
Procurement certification is a process in which enterprise procurement personnel inspect procurement units and establish procurement relations. Need to work with the certification department to make a procurement plan. Preparing the certification plan is the starting point of the whole procurement plan and the basis for making a good procurement plan. It mainly includes four aspects: receiving the batch demand plan submitted by customers, receiving the excess demand plan, being familiar with the certified environmental data, and formulating the certification plan specification.
2. Assess certification needs
This is the second step in the preparation of purchasing plan, which mainly analyzes the basic situation of purchased materials, such as quantity, specification, quality standard and amount involved. Because the purchasing department is the last department to see the specific specifications before handing them over to the suppliers, it is necessary to make a final inspection. If the staff of the purchasing department are not familiar with the products or services applied for procurement, the inspection will be invalid. Therefore, the evaluation of purchasing department must be based on specialty to ensure the scientific nature of purchasing.
3. Calculate the authentication capacity
It mainly includes four aspects.
(1) The analysis of project certification data, that is, the analysis and certification of materials to be purchased, is an important job for procurement planners. Generally speaking, it is ok to skillfully analyze the authentication data of several materials, and it is very difficult or even impossible to analyze thousands of materials. This requires purchasing personnel not only to be familiar with the business, but also to learn to use professional strength to analyze the situation of purchased materials.
(2) Calculating the overall certification ability is to determine the total amount of products or services purchased in the procurement market by analyzing the supplier's order ability.
(3) Calculate the authentication ability, and determine the number of suppliers that can be used by the distribution center and the number of products and services that suppliers can provide for purchase on the basis of the overall authentication ability.
(4) Determine the remaining authentication capacity. The remaining certification capacity of a specific material is the sum of the remaining certification capacities of all supplier groups.
4. Development certification
Plan to develop a certification plan, which mainly includes:
(1) Make a comprehensive balance by comparing demand with market capacity. Usually, the ability of a certain material supplied by the market is different from the demand of the distribution center. One case is that supply exceeds demand, and the other case is that supply is less than demand. In the latter case, the purchasing department needs to make a comprehensive balance, determine the remaining purchasing capacity, and then find new suppliers and open up new supply channels.
(2) Make a certification plan. After the balance, the distribution center should make a material demand certification plan and make an order plan on this basis. The formula for proving the quantity of materials is as follows:
Number of certified materials = number required for developing samples+number required for inspection and test+number of samples+number of moves.
5. Prepare the order plan
This is the first step of the order link, which mainly includes four aspects.
(1) To forecast the market demand, in order to make a more accurate order plan, we must master the customer order and market demand plan, and further decompose it to get the production demand plan.
(2) Determine the production demand according to the production plan. Purchasing planners should go deep into the actual production, learn and master the knowledge of production planning and technology, so as to understand the demand of enterprises for production materials and determine the production demand of enterprises.
(3) Prepare relevant order environment information, including supplier information, order proportion information, packaging information and order cycle of the ordered materials. Distribution centers usually use computer information systems to manage the environmental information of material purchase orders.
(4) Make an order plan description, mainly including: order plan description (material name, required quantity, arrival date, etc.). ) and schedule (market demand plan, production demand plan, order environment information).
6. Evaluate order demand
Only by accurately evaluating the demand of material purchase orders can we provide reference for calculating the order capacity and make a good order plan. It mainly includes three aspects: analyzing market demand, analyzing production demand and determining order demand.
7. Calculate the order capacity
The ability to calculate orders is an important part of purchasing plan. Only by accurately calculating the order capacity can we compare the demand and capacity, and finally make a correct order plan after comprehensive balance. Calculating the order capacity includes four aspects: analyzing the project supply data, calculating the overall order capacity, calculating the number of orders accepted and determining the remaining order capacity.
8. Make an order plan
This is the last link and the most important link of the procurement plan. After the order plan is completed, you can purchase according to the plan. The content of an order includes two aspects: the order quantity and the order time.
Order Quantity = Production Demand-Planned Receipt Quantity Existing Inventory+Safety Inventory
Order time = required arrival time-certification cycle-order cycle-buffer time
(3) Select suppliers
The selection of suppliers is the key factor for the success of procurement management. A suitable supplier can provide suitable, high-quality, sufficient quantity, reasonable price, punctual delivery and good after-sales service. Basic decisions must be made in the selection of suppliers. First, decide whether to do or buy; Second, the choice of outsourcing requires a series of evaluations to determine suppliers. In order to purchase effectively, the purchasing department of the distribution center must consider the records of suppliers' business trip contracts and the classification table of their own shopping materials. After selecting the supplier of the material, the relevant purchaser in the distribution center will issue a purchase order.
(4) Drafting purchase orders
In some cases, the logistics distribution center and the supplier signed a sales agreement for a certain commodity, and both parties supplied the goods according to the sales agreement. If there is no sales agreement, the distribution center will draft a purchase order. The purchase order must be in written form. Even if the purchase order is sent by telephone, the written order must be supplemented later.
(5) Tracking of goods
After the purchase order is sent to the supplier, the distribution center shall track or supervise the goods order. Some enterprises even have full-time tracking and expediting personnel. Tracking is the routine tracking of purchase orders to ensure that suppliers can fulfill their delivery commitments. Tracking is also conducive to timely finding problems in procurement, such as product quality problems and delivery problems. After the distribution center finds the problem, it can communicate with the supplier in time and solve the problem as soon as possible.
Urging goods is to put pressure on suppliers to better fulfill their delivery commitments. If the supplier fails to fulfill the purchase agreement well, the distribution center should take corresponding measures, including threatening to cancel the order and future trading activities. Generally speaking, suppliers are selected through strict procedures, so their credit for complying with the purchase agreement is reliable, and expediting is only applicable to a small part of the purchase order. But when there is a shortage of materials or fierce competition, it is of great significance to grab goods.
(6) Acceptance of goods
Many distribution centers have set up special functional departments to accept goods. The basic purpose of goods acceptance is to ensure that the ordered goods have indeed arrived; Check whether the arrival is in good condition; Ensure that the arrival quantity is consistent with the ordered quantity; Transport the goods to the designated warehouse for storage or transshipment. When accepting goods, sometimes there is a shortage of goods. This situation may be caused by the loss of transportation; It may also be that the quantity is insufficient at the time of shipment; In all these cases, the acceptance department should write a detailed report to the supplier.
(7) Paying and updating records.
After the goods are accepted, the purchasing department pays the supplier according to the purchase agreement. This link mainly focuses on the audit of invoices.