| Running head: PURCHASING DOCUMENTS | 1 |
| PURCHASING DOCUMENTS | 2 |
Purchasing Documents
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Get Help Now!Welcome to the procurement team. The following will provide a reference guide that will include all relevant purchasing documents. The different files will provide all specialist with the company’s step by step purchasing process. The documents are listed in order with the beginning process of the inventory department requesting the need for raw materials to the ending process with the accountant issuing payment to the suppliers. The company’s procurement specialists are responsible for the acquisition of all materials and supplies. Therefore, all specialist must follow the company’s purchasing policy by spending the organization’s funds wisely, ordering the right materials, and practicing the highest level of ethical standards.
| Document Name | Purpose of Document | When in the Purchasing Process is the Document Created? | Document Owner (Who creates it?) | Document Recipients (Who receives it?) |
| Requisition Material | Request purchasing order | Step 1- | Inventory Department | Purchasing Department |
| RFI- request for information | to determine what products and services are available | Step 2 | supplier & customer | Supplier and Vendor |
| Split requisition | consolidate multiple departments purchases | Step 3 | Inventory Department | Purchasing Department |
| RFP – request for proposal | proposal on a specific commodity or service | Step 4 | Suppler & customer | Supplier and Vendor |
| RFQ – request for quotation | Step 5 | Supplier & customer | Supplier and Vendor | |
| Informal price quote form | Able to determine which vendor/supplier will give the best price | Step 6 | Purchasing | Supply manager/purchasing dept. |
| Amendments & Modifications | step 7 | Supplier & customer | supplier and Vendor | |
| Determine Supplier | Select supplier with the best price, quality, and delivery time | Step 8- | Purchasing Department | Supply Management |
| Contract | seals the final agreement between parties | Step 9 | Supplier | Supplier and Vendor |
| Purchase Form | Issue the purchase order | Step 10- | Supply Management | Suppliers/Vendors |
| Expedite form | To speed up delivery of shipment | Step 11 | Purchasing/receiving | Supplier/Vendor |
| Receipt of Material | Check all incoming inventory to ensure the order is accurate | Step 12 | Suppliers/Vendor | Receiving Department |
| Receiving receipt | Goods quality and quantity inspection | Step 13 | Receiving or purchasing dept. | Vendor and receiving dept. |
| Invoice | Pay for the shipment | Final step | Billing | Vendor |
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