PURCHASING

PT. PATCO ELEKTRONIK TEKNOLOGI

DOC. NO SOP – RP – 05 REV. NO. A.0
STANDARD OPERATING PROCEDURE
EFF. DATE PAGE 1 OF 8

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

2. SCOPE
2.1. 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.
2.2. 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. Procurement Dept responsible to ensure that purchased product conforms to specified purchase
requirements, which are price, quality and delivery.
4.2. Incoming Quality Control section responsible to inspect material and or part purchased for realizing
product base on established Inspection Level.
4.3. Warehouse Receiving ( Warehouse Dept ) responsible to inspect quantity material and or part
delivered.
4.4. Procurement Dept responsible to evaluate supplier’s performance periodically base on specified
range of time.

5. DEFINITION
5.1. ICL :
Incoming Check List
5.2. MRP :
Material Requirement Plan
5.3. PRP :
Packing Requirement Plan
5.4. DMC :
Daily Material Control.
 PURCHASING
PT. PATCO ELEKTRONIK TEKNOLOGI
DOC. NO SOP – RP – 05 REV. NO. A.0
STANDARD OPERATING PROCEDURE
EFF. DATE PAGE 2 OF 8

5.5. MOR :
Material Order Review
5.6. SDS :
Supplier Delivery Schedule
5.7. PO :
Purchase Order
5.8. FO :
Forecast Order
5.9. TSR :
Trouble Solving Report
5.10. AMR :
Additional Material Request

6. PERFORMANCE INDICATOR

6.1. SUPPLIER DELIVERY PERFORMANCE REPORT

The monthly report to measure the delivery performance of suppliers.
6.2. SUPPLIER QUALITY PERFORMANCE REPORT
The monthly report to measure the quality performance of suppliers.
 PURCHASING
PT. PATCO ELEKTRONIK TEKNOLOGI
DOC. NO SOP – RP – 05 REV. NO. A.0
STANDARD OPERATING PROCEDURE
EFF. DATE PAGE 3 OF 8

7. PROCEDURE
7.1. PROCEDURE GENERAL PURCHASING
FLOW CHART NO DESCRIPTION PIC

1. Receive Requisition from User. The Requisition Proc.

R e ce iv e should be in form Requisition Sheet
R e q uisitio n
(Attachment-01) and or Proposal Sheet
(Attachment-02).

R e tu rn
2. Check following point in requisition (WI-PC- Proc.
Check No
R e q u isito n S h e e t 0001 & WI-PC-0010) :
• Specifications have to clear.
• Lead time for receiving must be mentioned.
Y es • Quantity has to be stated
• Purpose and or reason must be described.
S o urcin g • Disposition has to be follow the regulation.
• All columns have to be filled.
No
The checkpoints above are not clearly defined;
Purchaser has authority to return the
P rice requisition.
&
T e rm s
All checkpoints are pass, purchaser do
sourcing. Items to be considered are :
Y es 3. • Price comparison. Proc.
• Lead-time.
Q u o ta tio n
A p p ro v a l • Quality
• Chemical substance for production
material following customer requirements.
U p da te
B u d ge t C o ntro l The best quotation for item requested should
be circular for approval. Quotation Approval
4. System is explained in WI-PC-0002. Proc.
O pe n
P u rcha se O rd e r
Budget Control (Attachment-03) has to be
updated where the item to be purchased is
5. included. User
A sk Su pplie r
C o nfirm a tio n
Purchaser open Purchase Order (Attachment-
04) for item to be purchased.
6. Proc.
P rice
Ask supplier confirmation for the order,
& No In fo rm to U s e r
T e rm s
confirmations have to be got are :
7. • Price. Proc.
Y es • Terms and Conditions.
Y es
Delivery.

Re ce iv e G o o d s Re ce ive S e rv ice If any objections from the items mentioned

above, purchaser should inform to user.
8. Proc.
A B
 PURCHASING
PT. PATCO ELEKTRONIK TEKNOLOGI
DOC. NO SOP – RP – 05 REV. NO. A.0
STANDARD OPERATING PROCEDURE
EFF. DATE PAGE 4 OF 8

FLOW CHART NO DESCRIPTION PIC

9. If Warehouse Receiving should do no WH

A B objection, receiving as per schedule delivery,
this is for part and or equipment. For service,
users them selves should do receiving.

10. Quantity item delivered for each have to be WH

Q ua ntity No C he ck checked (WI-PC-0003).
Checked for service must consider the
agreement between Patco and them.

Info rm to 11. Prepare ICL (Attachment-05) for item received. WH

Y es P urc ha s e r Y es For service ICL has to be made after Job
Completion Acknowledgement signed by Patco
and Supplier.
J o b C o m p le tio n
M a k e IC L
A c kno w le dg e m e nt Quality item delivered for each have to be
12. checked, if NG goods are returned to supplier WH
(WI-PC-0003).
M a k e IC L
Circular ICL.
13. WH
Q ua lity

No R e turn to S up p lie r Make Receiving Report (Attachment-06)

14. Proc.
Y es Transfer goods received to Warehouse
M ake 15. Material. WH
T rans fe r G o o d s R e c e iving R e po rt
to W are ho us e

7.2. PROCEDURE MATERIAL PURCHASING

 PURCHASING
PT. PATCO ELEKTRONIK TEKNOLOGI
DOC. NO SOP – RP – 05 REV. NO. A.0
STANDARD OPERATING PROCEDURE
EFF. DATE PAGE 5 OF 8

FLOW CHART NO DESCRIPTION PIC

R e ceiv e
1. Receive MRP, PRP, DMC from PPIC Proc.
M R P & P RP & D M C operation.

2. Notify all document received after confirming. Proc.

N o tify R ece iv ing
3. Review order (WI-PC-0005) by making MOR Proc.
(Attachment-07) and update Master Price
M ak e M O R & (Attachment-08). Check AVL.
U p d a te M a ste r
P rice
4. Open PO (Attachment-04), make FO Proc.
(Attachment-10) base on MOR, create SDS
O p en
(Attachment-11) base on PO and DMC.
Yes AVL
Pu rch a se O rde r
5. Check Budget (Attachment-03), if over review Proc.
the MOR.
M ak e No
F o reca st O rd e r No
6. If Budget under control, circular all documents Proc.
S u pp lie r
for disposition (WI-PC-0006).
&
M ake SDS S u b co n tra cto r
S e lectio n 7. Disposition is already complete, PO, FO and Proc.
SDS is sent to supplier for get their
confirmation.
No
B u dg e t 8. If any objection from supplier, review again the Proc.
MOR.

Yes 9. If no objection from supplier, goods ordered WH

could be received by Warehouse Receiving as
C ircula r
PO , F O , S D S ,
per SDS.
B u dg e t
F o r D ispo sitio n 10. Make Supplier Delivery Performance Report. Proc.

11. Quantity item delivered for each have to be WH

S e n d to Su p plie r checked (WI-PC-0003).

C o n firm e d
by S u pplie r

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

FLOW CHART NO DESCRIPTION PIC

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PT. PATCO ELEKTRONIK TEKNOLOGI
DOC. NO SOP – RP – 05 REV. NO. A.0
STANDARD OPERATING PROCEDURE
EFF. DATE PAGE 6 OF 8

12. Prepare ICL (Attachment-05) for item received. WH

A
Quality item delivered for each have to be
13. checked, if NG goods have to make supplier IQC
Claim Notice. ( WI – QA – 0012 ).
In fo rm to
Q u a ntity No
P urch a se r Circular ICL.
14. WH

Yes Make Receiving Report (Attachment-06)

15. Proc.
M a k e IC L Transfer goods received to Warehouse
16. Material. WH

Q u ality No M ak e T SR

M ak e P urch a se
Yes
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

 PURCHASING
PT. PATCO ELEKTRONIK TEKNOLOGI
DOC. NO SOP – RP – 05 REV. NO. A.0
STANDARD OPERATING PROCEDURE
EFF. DATE PAGE 7 OF 8

FLOW CHART NO DESCRIPTION PIC

1. Collect Master Price, Supplier Quality Proc.

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
Performance Report and Supplier Delivery
Performance Report.

2. Check Supplier Audit Schedule. Supplier Audit Proc.

A u d it Schedule is prepared by Procurement for one
S ch e d u le physical year period.

No
3. Supplier Evaluation (WI-PC-0007). Proc.

E v a lu a tio n Make Weekly and Monthly Evaluation Report Proc.

(Attachment 12).

M a k e W e e kly 4. Check weekly performance of supplier (WI-PC- Proc.

R e p o rt
0008).

5. If bad tendency, activity plan is needed for Proc.

C h e ck prevention. Weekly Evaluation is good and or
Yes
W e e kly stable, should be checked for a month period.

Yes 6. Procurement should coordinate Internal Proc.

No
A ctiv ity P la n
In te rn a l M e e tin g
Meeting with related dept. for supplier review.
C h e ck
No
M o n th ly
7. Procurement should arrange meeting with Proc.
supplier base on Internal Meeting result for
discussion. The meeting could be invited, visit,
conversation by phone, fax and or e-mail.

8. If not necessary to audit the supplier, just send Proc.

the supplier countermeasure request to
S u p p lie r C o u n te r M e a s u re
No Audit overcome the problem and or potential
M e e tin g R e q u e st
problem.

Need Audit 9. If necessary have to audit (Attachment-12) the Proc.

supplier, procurement have to arrange the
S u p p lie r A u d it
Yes schedule.

10. Make result of supplier audit and their activity Proc,

R e su lt A u d it plan for problem countermeasure. These Audit IQC,
and
A ctiv ity P la n
Result and or Activity Plan should review in Eng.
next evaluation.

C ircu la r R e p o rt 11. Circular The Monthly Supplier Performance Proc.

Report.
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PT. PATCO ELEKTRONIK TEKNOLOGI
DOC. NO SOP – RP – 05 REV. NO. A.0
STANDARD OPERATING PROCEDURE
EFF. DATE PAGE 8 OF 8

8. DOCUMENTATION
8.1. Requisition Sheet shall be keep by Purch. Dept. for retention period 1 year.
8.2. Proposal Sheet shall be keep by Purch. Dept. for retention period 2 years.
8.3. Budget Control shall be keep by Purch. Dept. for retention period 2 years.
8.4. Purchase Order shall be keep by Purch. Dept. for retention period 2 years.
8.5. Incoming Check List shall be keep by Warehouse Dept. for retention period 5 years.
8.6. Purchase Report shall be keep by Purch. Dept. for retention period 2 years.
8.7. Material Order Review shall be keep by Purch. Dept. for retention period 3 years.
8.8. Master Price shall be keep by Purch. Dept. for retention period 3 years.
8.9. 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.