PARRY SUGARS REFINERY INDIA (PVT) LIMITED

CONFIRMATORY PURCHASES – STANDARD OPERATING PROCEDURE

Version 1

1. PREAMBLE...................................................................................................2
2. OBJECTIVE AND POLICY ........................................................................2
3. SCOPE .............................................................................................................2
4. TERMS AND CONDITION FOR URGENT PROCUREMENT.......2
5. PROCEDURE FOR URGENT PROCUREMENT..................................3
6. CHECKLIST FOR BILL PASSING.............................................................3

1. Preamble
Code of Ethics
As a guiding principle of professional conduct all employees of Parry Sugars involved in
Confirmatory procurement (Urgent purchases) will abide by the following code of ethics
 To consider the total interest of the Organisation in all transactions without impairing the
dignity and responsibility of the position held in the Organisation
 To act without prejudice and seek maximum commercial benefit in all transactions for the
Organisation
 Apply “zero tolerance’ in assuring strict adherence to local and international laws and
regulations as well as to the Group’s ethical standards
 Ensure all business transactions are fully and fairly recorded according to the Group’s
accounting principles.
 Ensure continuous training and awareness for employees on how to handle ethical issues,
as well as timely advice and guidance
 Regularly monitor ethical conduct and ensure that accessible systems are in place for
employees or others to report potential violations.

2. Objective and Policy

 Unit is a food processing industry and operating in 24 X 7. Operation shall not be effected
for the want of material and service
 Urgent procurement cannot be avoided but can be managed and minimised
 The objective of this SOP is to outline the procedure to be followed in connection with
urgent procurement order, receipt, issues, Quality clearance, SEZ compliance.
3. Scope

 To define urgent procurement and other terms, condition

 The procedure to be followed for urgent procurement
 Review system by the commercial team on urgent purchases
 Applicable to both material and service

4. Terms and Conditions for Urgent Procurement / Services

 Procurement includes services
 Any purchases made without a valid purchase order are termed as “urgent procurement”
 Valid purchase order means the PO which is released at all the levels as per DOA before
the material reported at material gate
 Urgent procurement is allowed only to Instrumentation /Mechanical /Electrical /Process
and QA
 Value of the material shall not be more than Rs 20,000 Per month/department
 Commercial team shall report to unit head “urgent procurement” on monthly basis with
justification and plan to reduce
5. Procedure for urgent procurement

Page 2 of 3
 Purchase requisition shall be the pre-requisite for urgent procurement
 Communication to vendor shall be made by the purchase department based on the purchase
requisition with rate and quantity
 Material shall be reported at security and immediately forwarded to stores for receipt
acknowledgment
 Immediate issues shall be made by the stores after obtaining the manual material request
form after conformation of the quality acceptance
 Commercial team shall ensure the respective PO is released (at all level) within 2 days from
the date of receipt
 GRN and issue shall be made on the same day of the PO released
 Checklist for the urgent procurement shall be attached for bill passing – Annex 1

6. Checklist for Regularising of the urgent procurement / Services

Particulars Note

Purchase/Service Request Number and Date

Justification by User HOD

Value of the material / Service involved

Commercial Dept

Security Dept

Stores Dept

Finance Dept

Page 3 of 3