COMPARATIVE STATEMENT OF SUPPLIERS ( TIME TO TIME )

PROJECT ITEM INDENT NO

TITLE QUANTITY DATE
SUBJECT

SR. HEAD PARTY - 1 PARTY - 2 PARTY - 3

NO. PRESENT AS PER PO. PRESENT AS PER PO. PRESENT AS PER PO.
1 Basic Cost of Material
2 Taxes
3 Transportation
4 Others/ Misce.
5 Loading / Unloading cost
6 TOTAL LANDED COST
7 Payment Terms
a Advance
b Balance upon Delivery
c Credit period
Specified Quality,
8
Terms, if any
9 Reputaion of Supplier

INSTRUCTIONS

1 Please Order on _______ for ______ Quantity at the rate of _________

Total Value not to exceed Rs.________ having P. O. No. _______ Amt. __________

2 Please Order on _______ for ______ Quantity at the rate of _________

Total Value not to exceed Rs.________ having P. O. No. _______ Amt. __________

3 Please Order on _______ for ______ Quantity at the rate of _________

Total Value not to exceed Rs.________ having P. O. No. _______ Amt. __________
PER PO.
 BULK ITEM PROCUREMENT SCHEDULE

PROJECT
TITLE
SUBJECT

To,

PURCHASE OFFICER

Please find the list of materials to be procured from the starting date :

SR. ITEM UNIT TOTAL SCHEDULED PERIOD IN WEEKS/MONTHS REMARK

NO. QTY 1st 2nd 3rd 4th 5th 6th 7th 8th
1
2
3
4
5
6

SR. ENGG. ( P) & (M ) PROJECT MANAGER

CC OFFICE
CONST. SUPERVISOR
STORE
 INDENT FOR MATERIAL

PROJECT NO
TITLE DATE
SUBJECT

SR. DESCRIPTION ESTIMATED INDENTED PREVIOUS RECEIVED DATE OF DELIVERY

NO. QTY QTY TILL INDENT NO. QTY TILL SCHEDULE ACTUAL
DATE DATE

PREPARED SANCTIONED PUCHASE ORDER

& APPROVED BY BY NO. & DATE

SITE ENGG/ CONST. SUPV. PRJ. MANAGER PURCHASE OFFICER

 INDENT REGISTER

PROJECT NO
TITLE DATE
SUBJECT

SR. INDENT SCHEDULE PUR. ORDER SUPPLIERS TOTAL QUANTITY RECEIVED ORDER
NO. NO. DATE DATE NO. DATE NAME QTY UNIT QTY QTY QTY QTY QTY COMPL.
GRN NO. GRN NO. GRN NO. GRN NO. GRN NO. DATE

PUCHASE ORDER SANCTIONED PUCHASE ORDER SANCTIONED

NO. & DATE BY NO. & DATE BY

PURCHASE OFFICER PRJ. MANAGER PURCHASE OFFICER

CONSTRUCTION MANUAL - PURCHASE

Sr. Items
No.
A FLOW CHARTS
1 ORGANISING CHART

2 BULK ITEMS

GENERAL ITEMS, CAPITAL GOODS & PETTY CASH

3 PURCHASE

4 INDENT PROCEDURE

5 SUPPLIERS BILL

B FORMATS
1 SUPPLIERS REGISTER

2 BULK ITEM PROCUREMENT SCHEDULE

3 INDENT FOR MATERIAL

4 INDENT REGISTER

5 QUOTATION FORM

6 COMPARATIVE STATEMENT OF SUPPLIERS

7 PURCHASE ORDER

8 MONTHLY & UP TO DATE PURCHASE REPORT

9 MONTHLY REQUIREMENT SCHEDULE

10 STANDARD LETTER FOR FORWARDING BILLS

11 PAYMENT CERTIFICATE OF MATERIAL

C REGISTERS TO BE MAINTAINED
1 SUPPLIERS INFORMATION

2 INDENT ENTRY

3 SUPPLIERS BILL FORWARDING

4 BILL & PAYMENT CONTROL

5 MATERIAL CONTROL

D FILES TO BE MAINTAINED
1 INDENT FOR MATERIAL

2 QUOTATIONS OF MATERIAL

3 COMPARATIVE STATEMENT

4 PURCHASE ORDERS

5 MONTHLY REQUIREMENT SCHEDULE

6 PETTY CASH PURCHASE FILE

7 BILL FILE

8 MATERIAL UP TO DATE PURCHASED

NOTES :

1 For Bill material inquireies to be floated in the market

2 After colleting the quotations to make comparative statement
3 To select the parties negotiate the rates and approve the terms
4 To prepare the Purchase Order, get it approved and distributed to the Party.
5 To send the copy of the P.O. to store and Sr. Engg.
6 To obtain material rquiremetn in total and monthly schedulre from time to time.
7 To order the material and follow-up for the delivery of the material as indented
8 To obtain approval from PM directly for any prices or terms.
Changes from P.O. and follow the same procedure for ordering material time to time.
9 The Store keeper is directly allowed to purchase the petty cash purchase as required and approved
by the Sr. Engg. and to inform the Purchase dept.
10 For other general items quotations to be obtained form parties to be shortlisted and time to time order
the material with approval from the P.M.
11 To obtain monthly requirement from Sr.Engg. And accordingly purchase the material and supply to site.
12 Bills submitted by suppliers to be recorded. The challans attached to be certified from store.
The qty received in good order, rates to be verified from PO. And forwarded to the Accounts dept.
for the payment in standard format.
13 To receive the cheques from the Accounts record the same and distribute to the parties as per
Project Managers instructions.
A STORE :- ORGANISING CHART - FLOW CHARTS

1 FLOW CHARTS

a Receipt of Material in Store

b Receipt of Material at site location and issued directly
c Issue of Material from store
d Material received record

2 FORMATS

a Material Control Register - Store

b Site requisition
c Inward Register
d Outward Register
e Ledger Folio
f Store Register
g Daily Report, Weekly report, ( Receive, Consume, Balance )
h Monthly Report
I Security Reports material ( Inward, Outward register/Gate pass )
j Indent copy
k GRN copy
l Site requisition slip

3 FILES TO BE MAINTAINED

a Indent for Material

b Quotations of Material received
c Comparative statemetn , Time to time/ monthly
d Purchase Orders
e Standard Letter for Sending GRN
f Site requisition
g Daily Report
h Security Report
I Monthly requirement schedule of material statement
j Monthly/ Weekly material received issued/ balance statement
k Monthly uptodate material purcahsed
l Challan file
m Bill file - Certificate of payment
n Petty cash - purchase file ( cashmemo, etc. )
o GRN file

3 REGISTER TO BE MAINTAINED

a Suppliers Information Register

b Indent Entry Register
c Suppliers Bill Information Register
d Bill and payment control Register
e Inward Register
 f Outward Register
g Store book. All material, Index wise, Received, Issued, balance
h Ledger Folio ( a ) Month wise, ( b ) Party wise
I Material Control Register

GENERAL NOTES :-

a The material reaches the site to be entered in the Security Register.

To inform Q.C. Engg to approve the material and then only enter in the Store
and Inward Register and Ledger Folio of Store and Store book.
b The material to be issued for the approved material issue slip and entering in the
outward register of Store , Ledger Folio and Store book
c In case for material directly received and issued at site location. It is to be entered
in Security inward register, approved by Q. C. Engg, The store boy has to receive the sign
of receiver from the Contractor/Engg. Of that location and material issue slip before receiving
the material in store inward-outward register Ledger Folio and store book to be maintained.
d The daily reports store/site to be cross-checked by Sr. Engg. Before entering the records in
the computer as per the weekly reports
e In case of petty cash purchase as instructed by Site management both material issue slip
and material received entry to be made in registers
f The monthly material received / issued/ balance and uptodate records to be maintained by
by storekeeper and send to Sr.Engg. For information and necessary action.
g Store record keeper to maintain all records in ledger Folio Storekeeper and inward/outward
registered from time. Inform Storekeeper about availability of material in store as per the indent
the indent and material issue slips.
h Store keeper to maintain purchase control register to check the quantities received as per P.O.
and to verify the same in challans to be certified for payments whenever asked by Purchase clerk
for payment
I All the important and small materials and small materials are to be kept in lockable area only .
operated by Store boys/ security responsible for it.
j All the bulk materials like cement and steel and wood are kept in godown and yard preferably
 to be covered. Other material like sand, metal, bricks, murrum may be directly unloaded at
locations required to be issued at the same time received.
k All records are to be entered after getting O.K. from concerned authorities like Q.C. Engg.,
Project Engineer, for petty cash, etc.
 O r g a n is ing C h a r t

DE VEL OPER

P ro je c t M a n a g e r

P r o je c t E n g in e e r ( E & M ) S r . E n g in e e r ( P & M ) A r c h it e c ts , ( L i a s i o n , E x e c u t i n ) A d m in is tr a tiv e O f fi c e r

J r . E n g in e e r ( Q t y ) C o n s u lt a n ts ,
C o n t r a c to rs

S to re E x . S e c u r ite s S e c u ri tie s P u r c h a s e E x e c u ti v e s
S to re C l e rk , S t o r e B o y s R e c o r d C le r k

01/27/2020 19:00:06
e O f fi c e r P ro d u c tio n M a n a g e r
S a l e s L ia s io n C le rk

01/27/2020 19:00:06
B. C EXPN PARTY NAME OF PARTY MATERIAL BILL
NO. CODE CODE NO. DATE AMOUNT

1 2 3 4 5 6 7 8

B. C EXPN PARTY NAME OF PARTY MATERIAL BILL

NO. CODE CODE NO. DATE AMOUNT

1 2 3 4 5 6 7 8

B. C EXPN PARTY NAME OF PARTY MATERIAL BILL

NO. CODE CODE NO. DATE AMOUNT

1 2 3 4 5 6 7 8

B. C EXPN PARTY NAME OF PARTY MATERIAL BILL

NO. CODE CODE NO. DATE AMOUNT

1 2 3 4 5 6 7 8

B. C EXPN PARTY NAME OF PARTY MATERIAL BILL

NO. CODE CODE NO. DATE AMOUNT

1 2 3 4 5 6 7 8
 TOTAL INSTALLMENT NET
PAID 1ST 2ND 3RD 4TH DUE

9 10 11 12 13 14
(10+11+12+13) (8-9)

TOTAL INSTALLMENT NET

PAID 1ST 2ND 3RD 4TH DUE

9 10 11 12 13 14
(10+11+12+13) (8-9)

TOTAL INSTALLMENT NET

PAID 1ST 2ND 3RD 4TH DUE

9 10 11 12 13 14
(10+11+12+13) (8-9)

TOTAL INSTALLMENT NET

PAID 1ST 2ND 3RD 4TH DUE

9 10 11 12 13 14
(10+11+12+13) (8-9)
 O r g a n i s i n g C h a r t f o r G H O D B u n d e r r o a d P r o je c t
M i d - c o s t H o u s in g
T o c r e a t e 2 5 0 H o u s in g a y e a r b a s e s w i t h I n f r a s t r u c t u r e w o r k s

D evelop er

P r o je c t M a n a g e r P r o je c t M a n a g e r
( F in a n c e & A d m n . ) ( T e c h n i c a l & E xe c u t io n )

F i n a n c e R a is e r P u r c h a s e E x e c u t i ve A r c h it e c t / L ia s io n E x e c u t i ve S r.E n
B y S e ll in g P r o d u c t T o a r ra n g e fo r m a te r i a l s u p p l y C o n s u lt a n t s P r o je c t
B y A r ra n g i n g L o a n s C o nt ra c t or s Jr . E n
S u b- c o nt ra c t or s S it e S u p e r v
 ag er
e c u t io n )

S r . E n g in n e e r
P r o je c t E n g i n e e r
J r . E n g in e e r s
S it e S u p e r vi s o r s , S t o r e s