Doc ID

issue 1
Lufkin Middle International Purchasing Procedures Date 1/1/2012
East Prepared by Muhammed Kasdy
Approved by Ghada El sherif

1. Receiving sales order (SO) from the sales department along with the vendor quote and one
freight quote.
2. Issuing the international Purchase Order (PO) on the BAAN system to one of the vendors on
the system approved vendors’ list. All International vendors are previously approved by Lufkin
HQ.
3. Sending the PO to the sales department for revision.
4. Sending the PO in PDF format to both the vendor and the nominated freight forwarder.
5. Open new file for the international PO
6. Asking for either the Performa invoice or order acknowledgement from the vendor to be
checked and to make sure that it is identical with our PO in all items (description & part no.,
quantity, prices, delivery term, delivery time ..and so on.
7. Following up with the technical Engineers in Lufkin Texas to receive the part numbers for the
placeholder positions then amending the PO accordingly and re-send it to the vendors and the
sales.
8. Following up the delivery of the goods on time with the vendor and the freight forwarder and
asking for the pre-alert that includes all the shipping details to ensure that the goods have
been shipped.
9. Asking the vendors to send copy of the invoice for each PO via e-mail to be verified first and if
there is discrepancy between the invoice and our PO send claim e-mail asking for an amending
or issuing a credit note.
10. After invoice verification; following up receiving of goods on the system with the Free zone
then deliver invoice with copy of the PO and the good receipt to the accounting department to
settle the payment.
11. Following with the vendors to send the original stamped and signed invoices for payment
issue.  
12. Arranging the PO file and every PO set includes: copy of the PO, vendor quote, copy of the
vendor invoice & good receipt, freight invoice, Ocean Bill of Lading (OBL) or Air Way Bill (AWB),
Local clearance invoice, freight quote in specific cases but normally annual tariff applies.
13. Daily update for the PO tracking sheet till shipment arrival for both Egypt & Bahrain shipments
14. Following up with Freight Forwarder outside Egypt and outside client there in case of Deliver
Duty Paid (DDP) or deliver duty unpaid (DDU) shipments.
15. Reviewing the invoices received from Freight Forwarder in Bahrain comparing them with their
general rates then, issuing Baan PO, and processing to the accounting dept for payment in case
of DDP or DDU.
16. Maintain good Filing System.

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