7 POLYCROME ELECTRICAL INDUSTRIES (PVT) LTD Issue No :4

Date of Issued : 2015-10-06

STANDARD OPERATIONAL PROCEDURES
Date of Revised : 2022-06-06
Doc. No. : PH/PROC/02 Page No. : 1 of 19
TITLE PROCESS PROCUREMENT AND LOGISTICS

1.0 Objective : To ensure that all purchase products / packing materials confirm to specified document such
as purchase order.

2.0 Scope : Procedure describes activities including supplier evaluation related to purchasing
of all products and packing materials.

3.0 Responsibility : MPL , AMPL , PA , PA

4.0 Authority : HOSC&QM

5.0 Abbreviations : HOSC&QM – Head of Supply Chain & Quality Management, MPL-Manager –
Procurement & Logistics , AMPL-Asst. Manager –Procurement & Logistics, PA-Purchasing Assistant ,PA –
Procurement Assistant.

6.0 Procedure-Procurement

6.1 Local Procurement

6.1.1 Once PR receives from the relevant department with relevant authorization, PA shall raise a
purchase order covering all required information such as description, quantity, specification,
price etc.
6.1.2 Order quantity shall be decided on economic order quantity and supplier MOQ and supplier
lead time and buffer stock shall be considered for initiation of each orders by respective
departments..

6.1.3 Check all purchase orders by MGT-ACCT and send to MPL for his authorization.

6.1.4 Authorized purchase orders shall be sent to suppliers who were already approved by the
management.

6.1.5 All the details of purchase orders shall be recorded in purchasing record book by PA.

6.1.6 Once receive the orders, stores department shall raise the GRV base on the goods receive
confirmation of the security personnel and stores.

6.1.7 Once quality department approves the goods, GRV shall send to Procurement & Logistics
department along with the delivery advice and invoice.

6.1.8 Purchasing record book shall be updated as per the system & relevant documents should be
forwarded for payments with supplier invoice.( 7/BK/PU/01)

6.1.9 All pending orders shall be monitored through purchase order status report (7/R/PU06) .

Reviewed by: MPL Signature:

Approved by: HOSC&QM Signature:

7 POLYCROME ELECTRICAL INDUSTRIES (PVT) LTD Issue No :4
Date of Issued : 2015-10-06
STANDARD OPERATIONAL PROCEDURES
Date of Revised : 2022-06-06
Doc. No. : PH/PROC/02 Page No. : 2 of 19
TITLE PROCESS PROCUREMENT AND LOGISTICS

6.2 Imports Procurement. Raw Material

6.2.1 Once Material Requirement Plan & stock balances receive from factory/ office with the
Approved by FM and Authorized by HOSC , MPL shall prepare an order covering all
required information such as description, quantity, specification & price etc...
6.2.2 Once receive the perform invoice from approved supplier, make arrangement for the
payment as per the agreed shipping terms and payment terms such as opening of LC,
acceptance of the draft payment etc…

6.2.3 Once payment terms agreed, relevant documents shall be approved by HOSC&QM, and
authorize by MD and then MPL can open the LC with MD’s authorization. Depend on the
requirement, certain LCs can be forwarded to MD and obtain approval from him prior to LC
opening.

6.2.4 During a LC opening, it shall be certified by MPL , Approved by HOSC authorized by MD.
If any amendment on a LC, it shall be certified by MPL, Approved by HOSC and authorize
by MD prior to final amendment.

6.2.5 Coordinate with suppliers on delivery arrangements and notify latest shipment date &
estimated time of arrival.

6.2.6 All the details of import orders shall be recorded in the Import Register and when received
the orders, GRV need to be raised by Finance department and update the system
accordingly.

6.2.7 All imports shall be monitored through the imports order status report.(7/R/PU/07)

6.2.8 All GRV relevant to Imports purchases shall be authorized by HOSC and forward for Finance
department for necessary action.

6.2.9 In the event of any shortage, quality issues, AMPL shall coordinate with respective
departments and communicate to respective supplier for necessary actions.

6.2.10 Register for shortages, damages, Replacement shall be maintained and updated by and
AMPL and certified by MPL.

Reviewed by: MPL Signature:

Approved by: HOSC&QM Signature:

7 POLYCROME ELECTRICAL INDUSTRIES (PVT) LTD Issue No :4
Date of Issued : 2015-10-06
STANDARD OPERATIONAL PROCEDURES
Date of Revised : 2022-06-06
Doc. No. : PH/PROC/02 Page No. : 3 of 19
TITLE PROCESS PROCUREMENT AND LOGISTICS

6.3 Import Procurement. Finished Products

6.3.1 MRP for All imported products excluding lighting products shall be prepared by PDE on every
month and get the approval from HOSM, HOSC.
6.3.2 MRP for Lighting Product shall be prepared by AMPD on every month and get the approval
from HOSM and HOSC.
6.3.3 If order value exceed USD 50000, Approval from the finance department shall be obtained.
6.3.4 Obtain quotation/PI for approved order by respective officer submit to procurement
department.
6.3.5 Once receive the perform invoice from approved supplier, make arrangement for the
payment as per the agreed shipping terms and payment terms such as opening of LC,
acceptance of the draft payment etc…

6.3.6 Once payment terms agreed, relevant documents shall be approved by HOSC&QM, and
authorize by MD and then MPL can open the LC with authorization of MD and
recommendation of finance department..

6.3.7 During a LC opening, it shall be certified by MPL , Approved by HOSC authorized by MD.
If any amendment on a LC, it shall be certified by MPL, Approved by HOSC and authorize
by MD prior to final amendment.

6.3.8 Coordinate with suppliers on delivery arrangements and notify latest shipment date &
estimated time of arrival.

6.3.9 All the details of import orders shall be recorded in the Import Register and when received
the orders, GRV need to be raised by Finance department and update the system
accordingly.

6.3.10 All imports shall be monitored through the imports order status report.(7/R/PU/07)

6.3.11 All GRV relevant to Imports purchases shall be authorized by HOSC and forward for
Finance department for necessary action.

6.3.12 In the event of any shortage, quality issues, PDE , AMPD shall coordinate with respective
departments and communicate to respective supplier for necessary actions.

6.3.13 Records for shortages, damages, Replacement shall be maintained by PDE,AMPD

6.4 Supplier Evaluation

6.4.1 Supplier evaluation shall be carried out according to supplier evaluation criteria and done on every year.

6.4.2 It is necessary to keep at least three suppliers for a particular product or service.

Reviewed by: MPL Signature:

Approved by: HOSC&QM Signature:

7 POLYCROME ELECTRICAL INDUSTRIES (PVT) LTD Issue No :4
Date of Issued : 2015-10-06
STANDARD OPERATIONAL PROCEDURES
Date of Revised : 2022-06-06
Doc. No. : PH/PROC/02 Page No. : 4 of 19
TITLE PROCESS PROCUREMENT AND LOGISTICS

6.4.3 Once the relevant suppliers identified for a particular product or service, need to evaluate their quality of
work, performance of the company, price levels & their credit periods.

6.4.4 After categorization properly, MPL shall submit supplier evaluation documents to MD for
authorization with his recommendation & HOSC&QM approval.

6.4.5 Once MD authorize the suppliers, Procurement & Logistics department shall send inquiries to them.

6.4.6 Supplier Register Should be updated to each changes save in one drive(Doc No 7/RG/PU/02)

7 Procedure :Logistic

7.1 Local Logistics

7.1.1 SE shall raise a purchase requisition once the particular product, raw material or packaging
material reach their reorder level and take approval from WHM to proceed further.

7.1.2 SE shall send authorized purchase requisition to PA.

7.1.3 PA shall prepare purchase order base on the approved purchase requisition and get authorization
from MGT-ACCT & MPL.

7.1.4 Send approved purchase order to supplier and coordinate with them on delivery arrangements of
goods.

7.1.5 PA should inform factory warehouse/ head office warehouse about delivery arrangements and ask
them to inform procurement and logistics department if any quality issues or shortages.

7.1.6 Inform suppliers about quality issues and shortages immediately and take corrective and
preventive actions.

7.2 Imports logistics

7.2.1 Base on the approved material requirement plan, MPL shall send the inquiry to supplier and
discuss with them about price, shipping terms, delivery time, and packaging and payment terms.

7.2.2 Once agreed on terms and conditions, MPL shall do the transaction and coordinate with them on
delivery arrangements.

7.2.3 Once goods arrive to Sri Lanka, MPL shall prepare necessary documents in order to clear the
goods. MPL shall coordinate with SLSI if import products are under the category of import scheme
of SLSI.

7.2.4 After clearing the goods, MPL shall arrange transportation to deliver goods to relevant location and inform the necessary
personal about unloading arrangements. For FCL cargo, container seal number will be placed in each packing list by MPL

Reviewed by: MPL Signature:

Approved by: HOSC&QM Signature:

7 POLYCROME ELECTRICAL INDUSTRIES (PVT) LTD Issue No :4
Date of Issued : 2015-10-06
STANDARD OPERATIONAL PROCEDURES
Date of Revised : 2022-06-06
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TITLE PROCESS PROCUREMENT AND LOGISTICS

7.2.5 All verification on quality & quantities and delivery shall be verified with stores personnel at factory/head
office.

7.2.6 If any shortages, need to inform supplier as well as insurance immediately and take corrective and preventive
actions.

7.2.7 If any quality issues, need to inform suppliers immediately and take corrective and preventive actions.

7.2.8 Reviewed damaged. Reworks, supply shortages periodically and take necessary action to get claim or
replacement coordinating with respective suppliers.

7.2.9 Separate files shall be maintained for individual consignment and shall be numbered according to IM/Account
year/File No in acceding order.

7.2.10 Review licensee of Customs house agent and take appropriate action to renew the license/registration after
consulting with top management.

7.2.11 List of the each consignments are to be cleared during the present month shall be submitted by MPL to the
finance department/HOSC within first 5 working days.

7.2.12 Container seal number in the each FCL cargo shall be recorded by MPL in the respective packing list prior to
release the container from port.
8 Reference
9 Purchasing procedure for Engineering and Maintenance items

10 Attachment

8.1 PURCHASE ORDER - 7/R/PU/01

8.2 SUPPLIER REGISTRATION FORM - 7/R/PU/02

8.3 SUPPLIER EVALUATION FORM - - 7/R/PU/03

8.4 PURCHASE REQUISITION - 7/R/PU/04

8.5 SUPPLER LIST - 7/R/PU/05

8.6 IMPORT PROCUREMENT PLAN - 7/PL/PU/01

8.7 PURCHASING RECORD BOOK- 7/BK/PU/01

8.8 IMPORT REGISTER - 7/RG/PU/01

8.9 SUPPLIER EVALUATION CRITERIA 7/CH/PU/01

8.10 PURCHASE ORDER STATUS REPORT – LOCAL PURCHASE 7/R/PU/06

8.11 IMPORT ORDER STATUS REPORT 7/R/PU/07

8.12 SUPPLIER REGISTER -7/RG/PU/02

Reviewed by: MPL Signature:

Approved by: HOSC&QM Signature:

7 POLYCROME ELECTRICAL INDUSTRIES (PVT) LTD Issue No :4
Date of Issued : 2015-10-06
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TITLE PROCESS PROCUREMENT AND LOGISTICS

PURCHASE ORDER - 7/R/PU/01,Issue1 dated 2015.10.16

Polycrome Electrical Industries (Pvt) Ltd.

No. 333 / 9, Old Kesbewa Road, Raththanapitiya, Borelesgamuwa.

Tel : 011 2519344, 011 2509278, 011 4301119 Fax : 0112 509580

E-mail : polycrom@slt.lk

Date : …………….

PO No : ……………

Account : ……………

Req.No. :……………

No Item Item Description Quantity Unit Price Amount (Rs. /

Code US $)

Checked By : ………….. Authorised By :………………..

Reviewed by: MPL Signature:

Approved by: HOSC&QM Signature:

7 POLYCROME ELECTRICAL INDUSTRIES (PVT) LTD Issue No :4
Date of Issued : 2015-10-06
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TITLE PROCESS PROCUREMENT AND LOGISTICS

SUPPLIER REGISTRATION FORM 7/R/PU/02 Issue1 dated 2015.10.16

1. General Information
Name and Address of the
Supplier
Tel : Fax :
Contact Tel. No, Fax No & Email
E-mail:
Contact Person
1.
Third party System/ Product
2.
Certificates
3.

2. Financial & Payment Information

Name of Bank & Branch

Account No & details

Credit Period

3. Supply & Delivery Details

Items range possible to supply
Lead time for supplies
Method of delivery

4. Remarks
Prepared By :…………………….. Reviewed & Approved By: ……………

Date : ……………… Date : ……………….

Reviewed by: MPL Signature:

Approved by: HOSC&QM Signature:

7 POLYCROME ELECTRICAL INDUSTRIES (PVT) LTD Issue No :4
Date of Issued : 2015-10-06
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TITLE PROCESS PROCUREMENT AND LOGISTICS

SUPPLIER EVALUATION FORM 7/R/PU/03 Issue 2 dated 2022.06.06

Part I
Name of Supplier : ………………………………………………………..………..……………………..
Nature of Business : …………………………………….…….………………………………………….
Product / Service supplying : ……………………………………………….….……………………….
Contact Person : …………………………………………………………..………………………….
Office Tel : ………………….……… Factory Tel : …………………….
Fax : ………………………… Fax : …………………….

No of Delivery : …..…….
FOR NEW SUPPLIER FOR EXISTING SUPPLIER
Ite Area Evaluated Weightag Marks Ite Area Evaluated Weightage % Marks
m e% obtai m obtain
n
1.0 Process & Product Ability 10% 1.0 Price 30%
2.0 Quality & Reliability 20% 2.0 Commitment on 10%
delivery on time
3.0 Cost 10% 3.0 Quality 60%
4.0 Service 10% 4.0 Deduction for
NCR
5.0 Capacity 10%
6.0 Location 10%
7.0 Management 10%
Capability
8.0 Planning & Control 10%
System
9.0 Relationship 10%
Total 100%
Average : ……..……….
♣ Average > - 75% - Approved Suppliers
♣ 50% - 75% - Pending Suppliers
Comment : ………… ……….. ……………………………………………………………………
Recommandation : …………………………………………………………………………………

Désignation : …………………………….……
Date : …………………………………...

…………………………………
Signature

Reviewed by: MPL Signature:

Approved by: HOSC&QM Signature:

7 POLYCROME ELECTRICAL INDUSTRIES (PVT) LTD Issue No :4
Date of Issued : 2015-10-06
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TITLE PROCESS PROCUREMENT AND LOGISTICS

PURCHASE REQUISITION 7/R/PU/04 Issue1 dated 2015.10.16

Polycrome Electrical Industries (Pvt) Ltd. PR No : ………………..

No. 333 / 9, Old Kesbewa Road, Raththanapitiya, Borelesgamuwa.
Tel : 011 2519344, 011 2509278, 011 4301119 Fax : 0112 509580 Section : ………………….
E-mail : polycrom@slt.lk

Date : ………………..
Description of Items QTY Rate Supplier Account Cost
Name Centre

……………………….. ……….………………
Entered By Authorised By
Name : ………….. Name : …………..

Reviewed by: MPL Signature:

Approved by: HOSC&QM Signature:

7 POLYCROME ELECTRICAL INDUSTRIES (PVT) LTD Issue No :4
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TITLE PROCESS PROCUREMENT AND LOGISTICS

SUPPLER LIST 7/R/PU/05 Issue1 dated 2015.10.16

SN Name of Address Tel / Contact Materials can Category

Supplier Fax / Person be supplied (Approved – A /
Email Provisional – P)

Sheet No : …… of ……

Reviewed by: MPL Signature:

Approved by: HOSC&QM Signature:

 7 POLYCROME ELECTRICAL INDUSTRIES (PVT) LTD Issue No :4
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TITLE PROCESS PROCUREMENT AND LOGISTICS

IMPORT PROCUREMENT PLAN - 7/PL/PU/01 Issue 2 dated 2022.06.06

Month: ……………..
LEAD TIME MONTH 1 MONTH 2

ITEM Reorder Opening

ITEM UNIT Opening Monthly Pending Pending Opening Monthly Pending Pending
CODE TTL Level Stock
Negotiation production delivery Risk
D/PER
Stock REQ Shipment Shipment Stock REQ Shipment Shipment

Prepared By: ……………….

Reviewed by: MPL Signature:

Approved by: HOSC&QM Signature:

 7 POLYCROME ELECTRICAL INDUSTRIES (PVT) LTD Issue No :4
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TITLE PROCESS PROCUREMENT AND LOGISTICS

PR PO DUE RECEIVED GRV PAYMENT

N SUPPLIE DAT DAT RELEASE
NO DATE O DATE R NAME ITEM QTY E QTY E NO DATE DATE REMARKS

PURCHASING RECORD BOOK- 7/BK/PU/01 Issue 2 dated 2022.06.06

IMPORT REGISTER - 7/RG/PU/01 Issue 2 dated 2022.06.06

Reviewed by: MPL Signature:

Approved by: HOSC&QM Signature:

7 POLYCROME ELECTRICAL INDUSTRIES (PVT) LTD Issue No :4
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TITLE PROCESS PROCUREMENT AND LOGISTICS

Item : ………………………………….

Arrival Date

& GRV No.

No of Pkgs
Order Qty

Clearance
Unit Price

Signature

Signature
Supplier

LC No.&
Date of

Date of
Inv No.
File No
order

Date
Item

($)

SUPPLIER REGISTRATION CRITERIA 7/CH/PU/01 Issue 2 dated 2022.06.06

Reviewed by: MPL Signature:

Approved by: HOSC&QM Signature:

7 POLYCROME ELECTRICAL INDUSTRIES (PVT) LTD Issue No :4
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TITLE PROCESS PROCUREMENT AND LOGISTICS

FOR EXISTING SUPPLIERS

The company shall be evaluated last five consecutive consignments received to company and categorized Approved /
Provisional supplier list according their marks obtaining on following parameters

In the case of approved suppliers are not in position to undertake orders / price increment etc., provisional suppliers
shall be considered in such situation. All price revision shall be approved by MD with the recommendation of HOSC.
1.0 PARAMETERS - QUALITY ACCEPTANCE - MAX 60 MARKS

1.1 If the batches /consignments accepted, equal or greater than five batches /consignments, then
give 60 marks.
1.2 If the batches /consignments accepted, equal or greater than four batches /consignments, then
give 30 marks.
1.3 If the batches /consignments accepted, equal or greater than two batches /consignments, then
give 10 marks

2.0 DELIVERY ON TIME - MAX 10 MARKS

2.1 If number of batches / consignments deliver on time , equal or greater than four batches
/consignments then give 10 marks
2.2 If number of batches/ consignments deliver between two /three batches / consignments , then
give 5 marks

3.0 PRICE - MAX 30 MARKS

3.1 If the price was favorable with in the acceptable range , then give 30 marks
3.2 If the price was unfavorable and does not in the acceptable range , then give10 marks

4.0 TOTAL MARKS – 100

5.0 Deduction for NCR = 5 Marks for each NCR in Last five batches

6.0 QUALIFIED SUPPLIER

6.1 The approved level is greater than 75%

7.0 PROVISIONAL SUPPLER

6.1 The pending level is greater than 50 – 75%

Reviewed by: MPL Signature:

Approved by: HOSC&QM Signature:

7 POLYCROME ELECTRICAL INDUSTRIES (PVT) LTD Issue No :4
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TITLE PROCESS PROCUREMENT AND LOGISTICS

FOR NEW SUPPLIERS

Process and product ability: Suppliers should have capable products, as well as process technologies to produce the
required product needed with strengths , perform designs and develop on minimum time required.

Quality and reliability: Quality levels of product should consistently meet specified requirements.

Cost: To be considered the unit price of the product, payment terms, cash discount, ordering cost, existing supplier
cost , logistics costs, maintenance costs, replacements and other costs.

Service: Suppliers must be able to provide always good services such as product information /warranty /
Guarantee /respond on a timely basis when needed.

Capacity: To consider whether the supplier has the capacity to fill orders as per requirements and the ability to fill
large orders if needed.

Location: When supplier selection , should consider delivery lead time, transportation, to be located within a certain
distance with facilities.

Management capability: Ability to maintain positive relationships with workforce and closer working relationship.

Planning and control system: Placing orders with a supplier should be easy, quick and effective. Delivery lead time
should be short and small lots can be ordered on a more frequent basis.

Reviewed by: MPL Signature:

Approved by: HOSC&QM Signature:

7 POLYCROME ELECTRICAL INDUSTRIES (PVT) LTD Issue No :4
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TITLE PROCESS PROCUREMENT AND LOGISTICS

PURCHASE ORDER STATUS REPORT - LOCAL 7/R/PU/06 Issue 2 dated 2022.06.06

PR DELIVERY DATE
PO REQUESTED NO DAYS
PR NO RECEIVED PO NO ACCORDING TO SUPPLIER
DATE DATE DELAY
DATE THE LEAD TIME

columns
9.ITEM CODE
10.ITEM
11.ORDER QTY
12.DELIVERED QTY
13.BALANCE
14.RECEIVED DATE
15.G.R.V
16.COMPLETED
17.REASON FOR DELAY
18.STATUS
19.REMARKS

Checked By : ………….. Authorized By :……………….

Reviewed by: MPL Signature:

Approved by: HOSC&QM Signature:

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TITLE PROCESS PROCUREMENT AND LOGISTICS

IMPORT ORDER STATUS REPORT 7/R/PU/07 Issue 2 dated 2022.06.06

As at
………….

Imp.File Item Fac.order

No company supplier catagory catagory volume qty Date

columns
9. REF
10. Order Placed Date
11. Factory Wanted Date
12. Expected Receiving Month
13. Unit Price
14. Value
15. Bank
16. LC opening
17. Actual LSD
18. Due Date According to lead time
19. LSD
20. Arrival Date
21. ETA
22. ETD
23. Documents received
24. Cleared On
25. No.of Days delay
26. Reason for Delay
27. Remarks

Checked By : ………….. Authorised By :……………….

Reviewed by: MPL Signature:

Approved by: HOSC&QM Signature:

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TITLE PROCESS PROCUREMENT AND LOGISTICS

SUPPLIER REGISTER 7/RG/PU/02 Issue 1 dated 2022.06.06

SUPPLIER NAME 1

ITEM UOM NAME CREDIT PRICE LEAD MOQ MONTHLY CONTACT CONTACT
NAME PERIOD TIME REQ. PERSON NO

SUPPLIER NAME 2
1.ITEM NAME
2.UOM
3.Name
4. CREDIT PERIOD
5. PRICE
6. LEAD TIME
7. MOQ
8. MONTHLY REQ.
9. CONTACT PERSON
10. CONTACT NO

SUPPLIER NAME 3
1.ITEM NAME
2.UOM
3.Name
4. CREDIT PERIOD
5. PRICE
6. LEAD TIME
7. MOQ
8. MONTHLY REQ.
9. CONTACT PERSON
10. CONTACT NO

Checked By : ………….. Authorised By :……………….

Reviewed by: MPL Signature:

Approved by: HOSC&QM Signature:

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TITLE PROCESS PROCUREMENT AND LOGISTICS

Reviewed by: MPL Signature:

Approved by: HOSC&QM Signature: