Document No.

FPTFC- PUR-SOP-004

PROCUREMENT PROCEDURE Version 00

Revision No 00

B2, L2,Phase 2 Anflo Industrial

Estate,Panabo City, Philippines Effective Date April 08,2021

Version No. Revision No. Originator/s Description / Details of Change

00 00 John Rhey M. Luayon Initial Release

Reviewed By: Approved By:

Kenneth G. Borre, Eng’g. and Maintenance Asst. Manager John Michael P. Lacson
Leah P. Uy, Asst. Human Resource Manager Plant Manager - OIC
Vilenda R. Abdala, Asst. Production Manager
Divina C. Famin, Quality Assurance Manager Maria Christina Maranon
Wendell Valde, Warehouse in charge General Manager
Michael E. Labrador, Safety Officer / Nurse
Rey Solis Romano, Centralized Document and Data
Controller

TABLE OF CONTENTS

Note: Central Document Controller (CDC) is solely authorized to reproduce STAMP

Page | 1
and distribute copies of this document. Any proposed change in this
document shall be coursed through the owner of the document and
approved by the appropriate signatories.
 Document No. FPTFC- PUR-SOP-004

PROCUREMENT PROCEDURE Version 00

Revision No 00

B2, L2,Phase 2 Anflo Industrial

Estate,Panabo City, Philippines Effective Date April 08,2021

1.0 OBJECTIVES.................................................................................................................................2

2.0 SCOPE.......................................................................................................................................2

3.0 RESPONSIBILITY..........................................................................................................................2

4.0 RECORDS....................................................................................................................................2

5.0 DISTRIBUTION.............................................................................................................................3

6.0 PROCESS FLOW DIAGRAM.........................................................................................................3

1.0 OBJECTIVES
1.1 To clearly define the process flow in procurement of materials, supplies, and services
intended for plant operation.

2.0 SCOPE
2.1 This procedure covers activities from the preparation of the purchase requisition up to the
purchase of materials and other supplies for FPTFC.

2.2 The scope covers the purchase of engineering and facilities supplies.

3.0 RESPONSIBILITY
2.3 Purchasing
2.3.1 It is the responsibility of the purchasing to ensure the implementation of this
procedure.
2.3.2 It is the responsibility of the purchasing to meet the lead time needed by the
request item to avoid down time of production.

4.0 RECORDS
4.1 Purchase Requisition
4.2 Price Quotation
4.3 Purchase Order
4.4 Materials Receiving Report

5.0 DISTRIBUTION
5.1 Office of General Manager
5.2 Production Department
5.3 Quality & Assurance Department
5.4 Engineering & Maintenance Department

Note: Central Document Controller (CDC) is solely authorized to reproduce STAMP

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and distribute copies of this document. Any proposed change in this
document shall be coursed through the owner of the document and
approved by the appropriate signatories.
 Document No. FPTFC- PUR-SOP-004

PROCUREMENT PROCEDURE Version 00

Revision No 00

B2, L2,Phase 2 Anflo Industrial

Estate,Panabo City, Philippines Effective Date April 08,2021

5.5 Warehouse Department

5.6 Human Resource Department

6.0 PROCESS FLOW DIAGRAM

Start

3.1 Prepare Purchase Requesting Department

Request (PR)

3.2 – 3.3 Preparing

Requesting Department
PR / Route PR for
approval

3.4 Submit approved Requesting Department

PR

Yes
First Time
3.5 Asses Supplier? Procurement Officer
Quotation
No

3.6 Route for No

PO For PO?

Note: Central Document Controller (CDC) is solely authorized to reproduce STAMP

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and distribute copies of this document. Any proposed change in this
document shall be coursed through the owner of the document and
approved by the appropriate signatories.
 Document No. FPTFC- PUR-SOP-004

PROCUREMENT PROCEDURE Version 00

Revision No 00

B2, L2,Phase 2 Anflo Industrial

Estate,Panabo City, Philippines Effective Date April 08,2021

Procurement Officer
1
Yes

3.6–3.7 Prepare
Purchase Order
Procurement Officer

3.7 Send to
Winning Supplier
Procurement Officer

3.8 Purchase Item 1

Materials Warehouse in Charge

Receiving
Procedure

End

7.0 PROCEDURE DETAILS

7.1 Purchase Request

The concerned department will make their Purchase Requisition (PR) for items that are
in their custody in triplicate using the form Purchase Requisition and directly submit it to
Purchasing.
7.1.1 Warehouse – for the items that are inventoried such as packaging, operational
supplies and others in their custody.
7.1.2 Eng. & Maintenance – for the items, units/spare parts, of the vehicles, factory
machinery & equipment, tools needed, and other supplies that they need + requests for repair
services, whether in-house or external.
7.1.3 Admin – for items like office / IT equipment, parts & supplies and also for the
repair and replacement of such parts.
7.1.4 Other Departments- for items they need like office supplies (per 1 month).

7.2 Preparing Purchase Request

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and distribute copies of this document. Any proposed change in this
document shall be coursed through the owner of the document and
approved by the appropriate signatories.
 Document No. FPTFC- PUR-SOP-004

PROCUREMENT PROCEDURE Version 00

Revision No 00

B2, L2,Phase 2 Anflo Industrial

Estate,Panabo City, Philippines Effective Date April 08,2021

The requesting department should write complete details of their request in the
purchase requisition.
7.2.1 Complete Description/Particulars
7.2.2 Quantity
7.2.3 Purpose
7.2.4 Date needed
7.2.5 Stock inventory
7.2.6 Indicate if new item or replacement

7.3 Route for Purchase Request Approval

Requesting department routes purchase request /requisition form for approval. Kindly
print the name of the requesting party and its department. Approval matrix for the
purchase request is as follows:
7.3.2 Prepared by: Dept. Personnel
7.3.3 Approved by: Department Manager (if the supervisor signed it that is equivalent
to the Manager acknowledgment)

7.4 Submit Approved Purchase Requisition

Requesting Department submits the two copies approved purchase requisition to the
procurement in-charge and retains the receiving copy for withdrawal of items and further
reference. The three copies are as follows:
7.4.1 Original Copy: Accounting
7.4.2 Duplicate Copy: Purchasing
7.4.3 Triplicate Copy: Requesting Department

7.5 Asses Quotation

Disseminate Price Quotation to all potential suppliers (at least three quotations
are required).
7.5.1 Provide price comparison among all suppliers.
7.5.2 Determine cost effective supplier with a quality item.
7.5.3 Cost effective supplier must provide documents Business Permit, Form 2303, SEC
or DTI.

7.6 Purchase Order Route for Approval

All purchase order must provide price quotation of suppliers checked by

accounting manager or accounting supervisor. Only general manager can approve the
purchase order.

7.7 Winning Supplier

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and distribute copies of this document. Any proposed change in this
document shall be coursed through the owner of the document and
approved by the appropriate signatories.
 Document No. FPTFC- PUR-SOP-004

PROCUREMENT PROCEDURE Version 00

Revision No 00

B2, L2,Phase 2 Anflo Industrial

Estate,Panabo City, Philippines Effective Date April 08,2021

Procurement In-Charge sends approved PO to winning Supplier thru e-mail and

waits for confirmation.
4.7.1 For packaging materials, winning suppliers must provide certificate of inspection.
4.7.2 For chemical materials, winning suppliers must provide MSDS and certificate of
analysis.

7.8 Purchase Item / Arrange for Delivery

Purchaser purchases items or Procurement in-charge negotiates delivery arrangement with
supplier.
Note: Lead time varies from the purchase location of item/s.
 Within Davao area – 5 working days
 Outside Davao, within Philippines – 30 working days
 International – 30 to 90 working days
 Note: All Materials purchased should be received by warehouse. Kindly refer to Materials
Receiving Procedure.

Note: Central Document Controller (CDC) is solely authorized to reproduce STAMP

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and distribute copies of this document. Any proposed change in this
document shall be coursed through the owner of the document and
approved by the appropriate signatories.