SOP Purchasing | Global Business Organization | Service Industries

PT.

PATCO ELEKTRONIK TEKNOLOGI
DOC. NO

PURCHASING
SOP – RP – 05 REV. NO. PAGE A.0 1 OF 8

STANDARD OPERATING PROCEDURE

EFF. DATE

1. OBJECTIVES
To ensure availability of materials and or parts and or services needed for realization product.

2. SCOPE
2.1. 2.2. The procedure covers up from requisition coming in until the goods ordered is received for storage, include Incoming Inspection and Supplier Evaluation in PT. Patco Electronik Teknologi. Evaluation is only done for supplier which supply part, material and or service related to realization product PT. Patco Electronik Teknologi.

3. REFERENCES
ISO 9001 : 2000 clause : 7.4.1. Purchasing Process. 7.4.2. Purchasing Information. 7.4.3. Verification of Purchased Product. 8.4. Analysis of Data.

4. RESPONSIBILITIES
4.1. 4.2. 4.3. 4.4. Procurement Dept responsible to ensure that purchased product conforms to specified purchase requirements, which are price, quality and delivery. Incoming Quality Control section responsible to inspect material and or part purchased for realizing product base on established Inspection Level. Warehouse Receiving ( Warehouse Dept ) responsible to inspect quantity material and or part delivered. Procurement Dept responsible to evaluate supplier’s performance periodically base on specified range of time.

5. DEFINITION
5.1. 5.2. 5.3. 5.4. ICL : Incoming Check List MRP : Material Requirement Plan PRP : Packing Requirement Plan DMC : Daily Material Control.

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STANDARD OPERATING PROCEDURE

EFF. DATE

5.5. 5.6. 5.7. 5.8. 5.9.

MOR : Material Order Review SDS : Supplier Delivery Schedule PO : Purchase Order FO : Forecast Order TSR : Trouble Solving Report

5.10. AMR : Additional Material Request

6. PERFORMANCE INDICATOR
6.1. 6.2. SUPPLIER DELIVERY PERFORMANCE REPORT The monthly report to measure the delivery performance of suppliers. SUPPLIER QUALITY PERFORMANCE REPORT The monthly report to measure the quality performance of suppliers.

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STANDARD OPERATING PROCEDURE

EFF. DATE

7. PROCEDURE 7.1. PROCEDURE GENERAL PURCHASING NO FLOW CHART
R e ce iv e R e q uisitio n

DESCRIPTION
Receive Requisition from User. The Requisition should be in form Requisition Sheet (Attachment-01) and or Proposal Sheet (Attachment-02). Check following point in requisition (WI-PC0001 & WI-PC-0010) : • Specifications have to clear. • Lead time for receiving must be mentioned. • Quantity has to be stated • Purpose and or reason must be described. • Disposition has to be follow the regulation. • All columns have to be filled. The checkpoints above are not clearly defined; Purchaser has authority to return the requisition. All checkpoints are pass, purchaser do sourcing. Items to be considered are : • Price comparison. • Lead-time. • Quality • Chemical substance for production material following customer requirements. The best quotation for item requested should be circular for approval. Quotation Approval System is explained in WI-PC-0002. Budget Control (Attachment-03) has to be updated where the item to be purchased is included. Purchaser open Purchase Order (Attachment04) for item to be purchased. Ask supplier confirmation for confirmations have to be got are : • Price. • Terms and Conditions. Delivery. the order,

PIC
Proc.

1.

Check

No

R e tu rn R e q u isito n S h e e t

2.

Proc.

Y es
S o urcin g

No
P rice & T e rm s

Y es
Q u o ta tio n A p p ro v a l

3.

Proc.

U p da te B u d ge t C o ntro l

4.
O pe n P u rcha se O rd e r

Proc.

A sk Su pplie r C o nfirm a tio n

5.

User

6.
P rice & T e rm s

Proc. Proc.

No

In fo rm to U s e r

7.
Y es

Y es
Re ce iv e G o o d s

Re ce ive S e rv ice

8.
A B

If any objections from the items mentioned above, purchaser should inform to user.

Proc.

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STANDARD OPERATING PROCEDURE
FLOW CHART
A B

EFF. DATE NO 9.

DESCRIPTION
If Warehouse Receiving should do no objection, receiving as per schedule delivery, this is for part and or equipment. For service, users them selves should do receiving. Quantity item delivered for each have to be checked (WI-PC-0003). Checked for service must consider the agreement between Patco and them. Prepare ICL (Attachment-05) for item received. For service ICL has to be made after Job Completion Acknowledgement signed by Patco and Supplier. Quality item delivered for each have to be checked, if NG goods are returned to supplier (WI-PC-0003). Circular ICL.

PIC
WH

10.
Q ua ntity No C he ck

WH

Y es

Info rm to P urc ha s e r

11.
Y es

WH

M a k e IC L

J o b C o m p le tio n A c kno w le dg e m e nt

12.
M a k e IC L Q ua lity No Y es T rans fe r G o o d s to W are ho us e M ake R e c e iving R e po rt R e turn to S up p lie r

WH

13. Make Receiving Report (Attachment-06) 14. 15. Transfer Material. goods received to Warehouse

WH Proc. WH

7.2. PROCEDURE MATERIAL PURCHASING

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STANDARD OPERATING PROCEDURE
FLOW CHART
R e ceiv e M R P & P RP & D M C

EFF. DATE NO 1. 2.

DESCRIPTION
Receive MRP, operation. PRP, DMC from PPIC

PIC
Proc. Proc. Proc.

Notify all document received after confirming. Review order (WI-PC-0005) by making MOR (Attachment-07) and update Master Price (Attachment-08). Check AVL. Open PO (Attachment-04), make FO (Attachment-10) base on MOR, create SDS (Attachment-11) base on PO and DMC. Check Budget (Attachment-03), if over review the MOR. If Budget under control, circular all documents for disposition (WI-PC-0006). Disposition is already complete, PO, FO and SDS is sent to supplier for get their confirmation. If any objection from supplier, review again the MOR. If no objection from supplier, goods ordered could be received by Warehouse Receiving as per SDS. Make Supplier Delivery Performance Report. Quantity item delivered for each have to be checked (WI-PC-0003).

N o tify R ece iv ing

3.

M ak e M O R & U p d a te M a ste r P rice

4.
Yes
AVL

Proc.

O p en Pu rch a se O rde r

5.
No No
S u pp lie r & S u b co n tra cto r S e lectio n

Proc. Proc. Proc.

M ak e F o reca st O rd e r

6. 7.

M ake SDS

B u dg e t

No

8. 9.

Proc. WH

Yes
C ircula r PO , F O , S D S , B u dg e t F o r D ispo sitio n

10. 11.

Proc. WH

S e n d to Su p plie r

C o n firm e d by S u pplie r

Yes
R e ce iv e G o o d s M ak e S u pp lier D eliv e ry P e rfo rm a n ce rep o rt

A

FLOW CHART

NO

DESCRIPTION

PIC

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STANDARD OPERATING PROCEDURE

EFF. DATE

12.
A

Prepare ICL (Attachment-05) for item received. Quality item delivered for each have to be checked, if NG goods have to make supplier Claim Notice. ( WI – QA – 0012 ). Circular ICL.

WH IQC

13.
Q u a ntity

No

In fo rm to P urch a se r

14.
Yes

WH Make Receiving Report (Attachment-06) Proc. Transfer goods received to Warehouse Material. WH

15.
M a k e IC L

16.

Q u ality

No

M ak e T SR

Yes

M ak e P urch a se R e p o rt

T ra n sfe r G o o d s to W a reh o u se M a terial

7.3. PROCEDURE EVALUATION VENDOR

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STANDARD OPERATING PROCEDURE
FLOW CHART
C o lle ct M a s te r P rice , S u p p lie r Q u a lity & D e live ry

EFF. DATE NO 1.

DESCRIPTION
Collect Master Price, Supplier Quality Performance Report and Supplier Delivery Performance Report. Check Supplier Audit Schedule. Supplier Audit Schedule is prepared by Procurement for one physical year period. Supplier Evaluation (WI-PC-0007). Make Weekly and Monthly Evaluation Report (Attachment 12).

PIC
Proc.

2.
A u d it S ch e d u le

Proc.

No
E v a lu a tio n

3.

Proc. Proc. Proc. Proc.

M a k e W e e kly R e p o rt

4. 5.

Check weekly performance of supplier (WI-PC0008). If bad tendency, activity plan is needed for prevention. Weekly Evaluation is good and or stable, should be checked for a month period. Procurement should coordinate Internal Meeting with related dept. for supplier review. Procurement should arrange meeting with supplier base on Internal Meeting result for discussion. The meeting could be invited, visit, conversation by phone, fax and or e-mail. If not necessary to audit the supplier, just send the supplier countermeasure request to overcome the problem and or potential problem. If necessary have to audit (Attachment-12) the supplier, procurement have to arrange the schedule. Make result of supplier audit and their activity plan for problem countermeasure. These Audit Result and or Activity Plan should review in next evaluation. Circular The Monthly Supplier Performance Report.

C h e ck W e e kly

Yes

Yes No
A ctiv ity P la n

6.
C h e ck M o n th ly

Proc. Proc.

No

7.

In te rn a l M e e tin g

8.
S u p p lie r M e e tin g

Proc.

No Audit

C o u n te r M e a s u re R e q u e st

Need Audit
S u p p lie r A u d it

9.
Yes

Proc.

10.
R e su lt A u d it and A ctiv ity P la n

Proc, IQC, Eng. Proc.

C ircu la r R e p o rt

11.

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STANDARD OPERATING PROCEDURE
8. DOCUMENTATION
8.1. 8.2. 8.3. 8.4. 8.5. 8.6. 8.7. 8.8. 8.9.

EFF. DATE

Requisition Sheet shall be keep by Purch. Dept. for retention period 1 year. Proposal Sheet shall be keep by Purch. Dept. for retention period 2 years. Budget Control shall be keep by Purch. Dept. for retention period 2 years. Purchase Order shall be keep by Purch. Dept. for retention period 2 years. Incoming Check List shall be keep by Warehouse Dept. for retention period 5 years. Purchase Report shall be keep by Purch. Dept. for retention period 2 years. Material Order Review shall be keep by Purch. Dept. for retention period 3 years. Master Price shall be keep by Purch. Dept. for retention period 3 years. Forecast Order shall be keep by Purch. Dept. for retention period 2 years.

8.10. Supplier Delivery Schedule shall be keep by Purch. Dept. for retention period 1 year. 8.11. Audit Vendor Result shall be keep by purch. Dept. for retention as long as the vendor join + 1 year. 8.12. Supplier Performance Report shall be keep by Purch. Dept. for retention as long as supplier Patco. 8.13. Additional Material Request shall be keep by Purch. Dept. for retention period 2 years.

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