QP 11-2013

QUALITY ASSURANCE PROCEDURE
REVISION NO: 06
PROCEDURE NO: QP 11 Date of Issue : 2004-12-31 QP 11

Date of Revision : 10/01/2013
Page: 01 of 10
PURCHASING
1.0. PURPOSE : To ensure that all products purchased as according to specified requirements.
2.0. SCOPE : This procedure describes activities related to purchasing of all materials.
3.0. RESPONSIBILITY & AUTHORITY: Overall Responsibility - Financial Accountant

Factory Manager
Functional Responsibility -
Management Accountant
Purchasing Executive
Assistant Stores Manager
4.0. OBJECTIVE : To increase the Productivity by reducing the idle time, by

using good quality materials and by reducing the rejection level of consignments.
5.0. PROCEDURE :
Local Purchasing of Stock Items - Factory PRNs through stores;
All purchases should be properly pre-planned and stores assistant has to take the Re– Order
Report (i.e. Price Request & Approval Form – QP 11 – A) from the system for all
purchasing items by the 20th of each month.
Then send Price Request & Approval Form (QP 11 – A) to purchasing department to obtain the
quotation prices for these Re- order items.
Purchasing Executive should give his recommendation for this quoted prices and send (QP 11 –
A) to Assistant Stores Manager for his authorization.
After the authorization, QP 11 – A should be sent to approval of Management Accountant and
Factory Manager.
Finally, completed QP 11 – A form should be sent back to Stores Assistant (i.e. by 24 th of each
month) to raise PRNs for that particular month. All PRNs should be in sequentially
numbered order and indicate the required date. Separate PRN should be raised for each
supplier.
If any items are to be purchased outside initially submitted PRNs, DGM’s approval has to be
obtained.
Before raising PRN, call quotations through Purchasing Department for the items, which are
not purchased regularly and at least 3 quotations should be attached to PRN.
All PRNs should be checked by the Assistant Stores Manager and sent to Factory Manager and
he should pay attention to purchase price, quantity, correct supply & supplier.
Thereafter Factory Manager should give his recommendation to make the purchase and all the
PRNs should be sent to Management Accountant for her/his approval.
REVIEWED BY : FM SIGNATURE: …………………………..

APPROVED BY : DGM SIGNATURE: …………………………..
REVISION NO: 06

Page: 02 of 10
PURCHASING
Following officials are authorized to recommend & approve the PRNs up to following limits.
Rupee Value of PRNRecommended byApproved byUp to Rs. 5000.00Factory ManagerFinancial

AccountantOver Rs. 5000.00 and up to Rs. 20,000.00Factory ManagerFinancial Accountant &
Deputy General ManagerOver Rs. 20,000.00Factory ManagerFinancial Accountant,
Deputy General Manager &
Managing Director
In the absence of the superior, person next in down the line should sign up to his immediate Superior’s
Maximum limit and obtain covering approval. However, this should be done only in emergency
situations.
After the approval, PRNs will be handed over to purchasing dept. they will send the
stores copy (pink) to Stores & keep the other two copies in their custody.
On receipt of PRN’s Purchasing Executive should prepare a schedule for purchasing &
inform the stores days within which purchases are to be made and communicate the
difficulties in purchasing the items in the following Memo Format:
PRN #ITEMREASON
Whatever the case, if not purchased within one month PRN will get automatically
cancelled.
PRNs raised from Head Office;
5.2.1. PRN books are in the custody of Purchasing Executive. Whenever a

particular department wants to make a purchase, should call for them from Purchasing
Department.
5.2.2. Respective Departments should raise PRNs and forward them to the
Financial Accountant, with Head of the Department’s recommendations, for her/his
approval.

REVISION NO: 06

Page: 03 of 10
PURCHASING
Following officials are authorized to recommend & approve the PRNs up to following limits.
Rupee Value of PRNRecommended byApproved byUp to Rs. 5000.00Head of the Dept.Financial
AccountantOver Rs. 5000.00 and up to Rs. 20,000.00Head of the Dept.Financial Accountant &
Deputy General ManagerOver Rs. 20,000.00Head of the Dept.Financial Accountant,
Deputy General Manager &
Managing Director
Quotations should be called for items, which are not purchased regularly.
PRN should also be in triplicate and to be circulated as follows:

Original to Accounts Department
Pink Copy to Stores Department
Yellow Copy to Purchasing Department
Blue Copy will be Book Copy
5.3. Purchase Order.

After receiving a complete PRN, Purchasing Dept. should raise the Purchase Order and obtain
the approval of the Financial Accountant prior to purchase. Financial Accountant
should check whether PRN is properly approved.
The Financial Accountant will accept a price increase of 5% or Rs. 1000 / = per item wise.
Others should be referred for higher authority (i.e. General Manager or Directress or
Managing Director)
Purchase Order should be in triplicate and to be circulated as follows:
Original to Customer
Pink Copy to Accounts Department through Stores
Yellow copy to Purchasing Department
GRN (Factory)
On receipt of items, should be accepted by the Assistant Stores Manager or his nominated
representative with the presence of security personnel.
Stores should compare the items received with Order Copy & any documents sent by the
Supplier (Ex. Invoice. ADN) & inform any discrepancies to the supplier’s
representative or to the Purchasing Executive immediately.
Stores should raise GRNs on receipt of goods & the original copy should be sent to the
Purchasing Department with the approval of the Assistant Stores Manager & the
Factory Manager along with Purchase Order (Pink Copy) and Original Invoice.
Purchasing Executive should update his register & submit the original copy of the GRN along
with payment copy (Pink) of the Purchase Order & the original of the Supplier’s
Invoice & Original PRN within 3 days of receipt of the documents.

REVISION NO: 06

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PURCHASING
GRN (Head Office)
Purchasing Executive will raise GRN on receipt of goods & security should check
& place the seal on relevant documents.
All purchased items should be handed over to the respective departments within
the same day. Acknowledgement should be obtained from the department.
Either the respective Head of Dept, or an Executive should approve GRN.
After the Head of the Department’s approval, Purchasing Executive should update
his register & submit the original copy of the GRN along with the payment copy
(Pink) of the Purchase Order & Original of the Supplier’s Invoice & Original PRN.
General Points
Purchasing Department has to maintain a register for Registered Suppliers & also
obtain Price List from Suppliers. Management approval should be obtained for the
prices. Fresh quotation should be called every three months & list should be
updated. Copy of the list should be submitted to the Finance Department for
reference.
The same procedure should be followed for the purchase of Fixed Assets after
obtaining Managing Director’s approval.
Payments will be made on receipt of all relevant documents.
Purchasing will be done only twice a week. Special approval has to be obtained
from General Manager for additional visits by the Purchasing Staff.
Purchasing Staff have to arrive to office on or before 4.30 p.m.

REVISION NO: 06

Page: 05 of 10
PURCHASING
Raw Materials ( Imports ), Raw Materials ( Local ), Spare Parts ( Imports )
Management Accountant should prepare a Raw Material Plan ( QP 11 – Q ) for

future 03 months based on the production tonnage, on 2nd of each month, including
the following.
Batch
NoBank &
TermsConfirm
DateLast LME
Nominating DateETATo the FacGap of the
ShipmentsQTY
(Mtns)SupplierStatus
Copies of the RM plan to be forwarded to the Director, DGM, Accountant, FM and AM
stores.
FM / Prod. Eng. / Prod. Executive should prepare PRNs for the imports according
to the RM plan & the signed PRNs by AM stores & FM to be forwarded to the
Management Accountant. Management Accountant should check & sign the same
& will have to be forwarded to the Financial Accountant, DGM, Directress & MD
for authorization.
Management Accountant should call quotations, & decision can be made on prices
of suppliers with the instructions of the Managing Director / Director.
Management Accountant should clearly indicate the Suppliers Name, Item, Price,
Qty & the ETA of the shipment in PO.
Management Accountant should get the written confirmation of the shipment

booking, LME nominated dated, & CIF/MT in USD. (for copper) by way of an e-
mail through the supplier / supplier agent & follow up with the suppliers to get
the Performa Invoices. Management Accountant should give Performa Invoices to
Accounts Executive – Finance Mgt. Accounting & should forward the same to the
Accounts Executive – Finance department for arranging L/Cs or to open a new
imports file depending on the banking terms. ( L/C or DP)
After opening L/Cs or confirming the order on DP terms the Management

Accountant should follow up whether the supplier has shipped the raw material,
whether they have send the relevant import copy documents to the company &
whether the shipment is arriving to the ports on scheduled ETA Copy documents
should be forwarded to the Accounts Executive – Finance for arranging the
relevant import loans with the bank to clear the documents. Wharf Executive has to
check & confirm whether the original documents have received to the bank & has
to inform that to Accountant & Management Accountant. Management Accountant
should maintain the Status Report on Raw Materials –Imports (QP 11 – T) weekly
basis and to be informed to MD, Director, DGM, Financial Accountant and
Accounts Executive (Costing).

REVISION NO: 06

Page: 06 of 10
PURCHASING
If there are any discrepancies in import documents or delays in shipments,

Management Accountant should be in alert with the suppliers & immediately it
should notify to the MD, Director, DGM, FM and Accountant to take necessary
steps to rectify & to do the adjustments to the production plan if required.
All the communication with suppliers to be done by Management Accountant or

MD or Director.
Once forward the SLT application to the bank the Financial Accountant should
follow up of clearing the documents, paying the duty & clearing the shipment with
Wharf Executive & the clearing agent.
MA should coordinate with Financial Accountant & the Wharf Executive to get the
information about the shipments clearing & to give necessary instruction to the
stores for arrangements of fork lift & unloading on the receipt of the raw material
to the factory.
To avoid the shortages arriving at shipment delays we have to keep a buffer stock
at least of 60 tons & to avoid the Factory been idle at any time we have to keep one
shipment in Work – In Progress.
According to our Sales Mix 74 % are Fast Moving Items, 12% is Moderate Moving Items & 14 % is Slow
Moving Items.
Due to that in Buffer Stock we have to keep 74% of the tonnage on Fast Moving Items 12% of the
tonnage on Moderate Moving & 14% of the tonnage on Slow Moving Items.
DescriptionMoving Rate1/1.13 Full CoilsFast Moving7/0.53 – 7/1.04 Single & FTFast Moving7/0.67
EWFast Moving16/0.20 TTF – 16/0.20 2 CoreFast Moving14/0.30 Auto WireFast Moving7/1.35 – 7/2.14
Single & FTModerateSpecial SizesModerate19 SizesSlow MovingAuto Wires other than 14/0.30Slow
MovingOther FlexibleSlow MovingBattery CablesSlow MovingEarth Wires other than 7/0.67 EWSlow
MovingAntenna WiresSlow MovingTelephone CablesSlow Moving

REVISION NO: 06

Page: 07 of 10
PURCHASING
5.7.11. Following pattern will be followed to maintain the buffer stock (Assuming
a Sales Tonnage of 45 Tons) of raw materials,
ItemConfirm DateGap for ETD & ETAFor clearingCopper45 days before the budgeted ETA7 – 10 days
for Energya5 daysAluminium3 months before the budgeted ETA25 days for Universal5 daysPVC45 days
before the budgeted ETA15 – 20 days5 daysPE2 months before the budgeted ETA18 days5 daysXLPE2
months before the budgeted ETA14 days5 daysSteel65 days before the budgeted ETA30 days5 days
After building up the stock to maintain the buffer we can produce 45 tons per month by
giving 2 Copper shipments in a month according to the following schedule.
Confirm DateLME Nominating dateETDETATo the Factory12th of the Previous month1st -5th of the
month15th – 20th of the month27th of the month30th – 2nd of the month22nd of the previous month10th – 15th of
the month25th – 30th of the month7th of the month10th – 12th of the month
5.7.12 Management Accountant should prepare the Imports Schedule on every Thursday
& Copies should be forwarded to MD, Director, DGM, FM and Accountant.
5.7.13. All the documents related to any shipment will be lodged in a separate import file
numbered in sequence order from the beginning of the year which will be
maintained by the Finance Department under the custody of the Financial Accountant. All
file numbers are included in imports register with the details of the shipment for easy
reference.
Management Accountant should update all the shipments in supplier database, & hard copy has to
be filed for future reference and copies should be forwarded to DGM and FA on 6 th of every
month. For each supplier Management Accountant has to maintain separate files, which
includes the data of the order, confirmed prices quoted, etc.

REVISION NO: 06

Page: 08 of 10
PURCHASING
Evaluation of Supplier
Local Purchases ( Stock Items & Stock Items )

Purchasing Executive (Local Purchases ) shall maintain the Supplier Register for stocks and
special items – Local (QP 11 – L) & Supplier Evaluation Form (QP 11 – P)
Once the Complaint (QP 11 – M) is received it should be entered in a (QP 11 – P) as per the
given instruction in (QP 11 – P).
Purchasing Executive should separately maintain the complains (QP 11 – M) file for reference &
a list of black listed suppliers (QP 11 – R).
Material complaint (QP 11 – M) has to be raised by the Departmental Heads & sent to
Purchasing Executive through Factory Manager.
Evaluation Criteria for local suppliers is clearly mentioned in supplier Evaluation Form (QP 11
– P)
MACHINERY PARTS
Depending on the machinery breakdowns and the engineering stock availability PRNs will
be raised through the stores similarly as above and the rest of the procedure will be same.
Depending on the value and the supplier terms, payment term will be changed as L/C,
bank draft or a TT.
Import & Local Purchases ( Raw Materials & Imported Spare Parts )
Management Accountant shall maintain the supplier register for Raw Materials &
Imported Spare parts ( QP 11 – K ) & Supplier Evaluation Form for Raw Materials &
Imported Spare Parts ( QP 11 – N ) separately for each supplier.
Raw Materials & Imported Spare Parts supplier evaluation has to be carried out for a
period of two years the process to be started again. If a particular supplier was black
listed (QP 11 – R & QP 11 – S) during the past two years period, he should not be
considered as a supplier thereafter.
Under the evaluation of supplier for items mentioned in 5.8.2. following two categories
are identified :
Raw materials (Imports & Local)

Spare Parts (Imports Only)

REVISION NO: 06

Page: 09 of 10
PURCHASING
Raw Material complaints (QP 11 – M) are generated by the Quality Assurance Executive or relevant
Department Head, based on the data recorded in the following registers,
QP 11 – F Incoming Material Inspection Register for Copper, Aluminium & Steel

QP 11 – G Incoming Material Inspection Register for PVC & PE
QP 11 – H Incoming Material Inspection Register for Wooden Drums
QP 11 – I Incoming Material Inspection Register for Labels.
The above Registers are maintained according to the specification Manual QP 11 – E and Incoming
Inspection plan QP 11 – J.
Imported Spare parts defects / complaints (QP 11 – M) are generated by Maintenance Department.
QP 11 – M has to be sent to Management Accountant (Imports) or Purchasing Executive (Locals) through
the Factory Manager.
EVALUATION CRITERIA FOR RAW MATERIAL SUPPLIERS & IMPORTED SPARES :
This is clearly explained in supplier Evaluation Form (QP 11 – N)

REVISION NO: 06

Page: 10 of 10
PURCHASING
6.0. REFERENCE :
6.1. Price Request & Approval Form Doc. No. QP 11 – A
6.2. PRN (Purchase Requisition Note) Doc. No. QP 11 – B
6.3. PO (Purchase Order) Doc. No. QP 11 – C
6.4. Special Order Request – Maintenance Doc. No. QP 11 – D

6.5. Specification Manual for Labels Doc. No. QP 11 – E
6.6. Incoming Material Inspection Register for Copper, Aluminium & steel Doc. No. QP 11 – F
6.7. Incoming Material Inspection Register for PVC, PE & XLPE Doc. No. QP 11 – G
6.8. Incoming Material Inspection Register for Wooden Drums Doc. No. QP 11 – H
6.9. Incoming Material Inspection Register for Labels Doc. No. QP 11 – I
6.10. Incoming Material Inspection Plan Doc. No. QP 11 – J
6.11. Supplier Register for Raw Materials & Imported Spare Parts Doc. No. QP 11 – K
6.12. Supplier Register for Stock & Special Items- Local Purchase Doc. No. QP 11 – L
6.13. Material Complaint Note for all Local Purchases & Imports Doc. No. QP 11 – M
6.14. Supplier Evaluation form for Raw Materials & Imported Spare Parts Doc. No. QP 11 – N
6.15. Standard Specification for Raw Materials Doc. No. QP 11 – O
6.16. Supplier Evaluation form for Stock Items & Local Purchases Doc. No. QP 11 – P
6.17. Raw Materials Plan for the month of ……………… Doc. No. QP 11 – Q
6.18. List of Black Listed Suppliers – Local Doc. No. QP 11 – R
6.19. List of Black Listed Suppliers – Imports Doc. No. QP 11 – S
6.20. Status Report on Raw Material – Imports Doc. No. QP 11 – T
6.21. GRN (Goods Received Notes for Stock Items) Doc. No. QP 2 - A
6.22. GRN (Goods Received Notes for Special Items) Doc. No. QP 2 - I
6.23. IGRN(Goods Received Notes for Imported Raw Materials & Imported Spare Parts)
Doc. No. QP 2 - J
6.24. GRN (Goods Received Notes for Raw Materials –Local Purchases) Doc. No. QP 2 - K

REVISION NO: 06
QUALITY ASSURANCE PROCEDURE Doc. No.
PROCEDURE NO: QP 11 Date of Issue : 2004-12-31 REVISION NO: 06
Date of Revision : 10/01/2013 Doc. No.
PROCEDURE NO: QP 11 Date of Issue : 2004-12-31 QP 11-A
Page: 01 of 01
PRICE REQUEST & APPROVAL FORM
QP 11-B
Page: 01 of 01
PRN (PURCHASE REQUISITION NOTE) Doc. No. : QP 11-A
KAMAL CABLES (PVT) LTD.
NO. 56, KANDAWALA MAWATHA Tel : 0112 624800
Doc. No. : QP 11-B
RATMALANA. Fax : 0112 635520
To : Date : …………………….
PRN No. : …………………….
From : Purchasing Executive

KAMAL CABLES (PVT) LTD.List No. : …………………….
PURCHASE REQUISITION NOTE
Please send your lowest quotations for the followingFACTORY
items :
PRICE
CostREQUEST & :Name
Center :Date APPROVAL FORM
of Supplier :NoCodeDescriptionStock available Sub StoresQuantity RequiredRateTotalSufficient
forRequired forPurpose123456789101112131415
Department
Prepared by : Maintenance/Production/ Stores/
Recommended by Lab/ Transport/ SecurityApproved by
Stores Officer :……………………. Factory Manager :……………………… DGM :……………………….…..
DescriptionBrandQtyPricesRemarks12312345678910
Checked by Approved by Approved by
Asst. Stores Manager :…………….. Accountant :………………….………… Managing Director :………………….
FOR OFFICE USE ONLY
Remarks:
………………………………………………………………………………………………………………………
……………………………………………………………………………………………………………
Prepared by : ………………… ……………… Recommended by : …………….. ……………..

(Sores Assistant) Date (Purchasing Exe.) Date
Authorized by : ……………… ……………… Approved by : ………………….. ……………..

(Asst. Stores Manager) Date (Management Accountant) Date
Approved by : ………………….. ……………..

(Factory Manager) Date

REVISION NO: 06
Doc. No.
PROCEDURE NO: QP 11 Date of Issue : 2004-12-31
QP 11-C
Page: 01 of 01
PRICE REQUEST & APPROVAL FORM
White - Accounts Dept.
Pink - Stores copy
Yellow - Purchasing Dept.
Demy - Book copy
No. :
No.DescriptionUnitQty.Rate Rs.Value Rs.Remarks12345678910TOTALRef. PRN No. : ………………

Delivery Instructions …………………………………….…………………….
…………………………… …………………………. ………………………….

Purchasing Officer Supplies Manager Accountant

REVISION NO: 06
Doc. No.
QP 11-D
Page: 01 of 01
SPECIAL ORDER REQUEST - MAINTENANCE
KAMAL CABLES (PVT) LTD. Doc. No. : QP 11-C
No. 56, Kandawala Mawatha, Ratmalana, Sri Lanka.
Tel : 2624800 Fax : 2635520 Doc. No. : QP 11-D
SPECIAL ORDER REQUEST

PURCHASE - MAINTENANCE
ORDER
To M/S :………………………………………………… P/O No : …………….…
…………………………………………………
DATEITEMREQUESTED Date MANAGERPRN
FORQTY.REQUESTED BYAPPROVAL – FACTORY : ……………….NO.MRN
(NB- Please mention the above order No. on all correspondence)
NO. VAT Reg. No. : 104068022-7000

REVISION NO: 06
Doc. No.
QP 11-F
Page: 01 of 01
INCOMING MATERIAL INSPECTION REGISTER
FOR COPPER, ALUMINIUM & STEEL
Doc. No. : QP 11-F
INCOMING MATERIAL INSPECTION REGISTER FOR COPPER, ALUMINIUM & STEEL
Lot No.BrandTypeTested coil No.Received DateTested DateOverall DiameterResistivityTensile StrengthSurface AppearanceQC
SignatureRemarks

REVISION NO: 06
Doc. No.
QP 11-G
Page: 01 of 01
INCOMING MATERIAL INSPECTION
REGISTER FOR PVC, PE & XLPE
Doc. No. : QP 11-G
INCOMING MATERIAL INSPECTION REGISTER FOR PVC, PE & XLPE
Lot No.BrandTypeTested bag No. & ColourReceived DateTested DateSpecific GravitySG value in Manufacture’s T/ReportUniformity of
GranulesCross-section for Air HolesQC SignatureRemarks

REVISION NO: 06
Doc. No.
QP 11-H
Page: 01 of 01
REGISTER FOR WOODEN DRUMS & BOBBINS
Doc. No. : QP 11-H
INCOMING MATERIAL INSPECTION REGISTER FOR WOODEN DRUMS
Lot No.Received DateInspected DateInspected Drum No.Drum DimensionsWood preservative applicationQC SignatureRemarksFlange
DiameterFlange ThicknessBarrel DiameterTraverseBore Diameter

REVISION NO: 06
Doc. No.
QP 11-I
Page: 01 of 01
REGISTER FOR LABELS
Doc. No. : QP 11-I
INCOMING MATERIAL INSPECTION REGISTER FOR LABELS
Lot No.Label No.Received DateInspected DateLabel ColourLabel Dimensions LXWXTDescription on cableQC SignatureRemarksWire
sizeSLS No.NCS areaColourNo. of CoresRated VoltageLength

REVISION NO: 06
Doc. No.
QP 11-J
Page: 01 of 01
INCOMING INSPECTION PLAN
Doc. No. : QP 11-J
KAMAL CABLES (PVT) LTD.QUALITY ASSURANCE DEPARTMENTINCOMING INSPECTION

PLANDoc. No. : QP 11 - JPage No. : 01 of 01ItemSample sizeSampling MannerCharacters to be
inspectedRequirementsReferenceDocument No.sPVC, PE and XLPE5gOne sample from a 25kg bag per lot, per colour and per
typeUniformity of granule size
Cross section for air holes
Specific gravity (for PVC)
ColourUniformity of granule size
No air bubbles
1.42 – 1.52 for PVC
UniformitySLS 988/ SLS 1282 / BS 7655
Manufacture’s test reportQP 11 –G
QP 02 –BCopper1.5mOne sample per each lotDiameter
Resistivity8 ± 0.38 mm
Max. 0.017241 Ω mm2 /mASTM B-49
Manufacture’s test reportQP 11 –F
QP 02 –BAluminium1.5mOne sample per each lotDiameter

Resistivity
Tensile Strength9.5 ± 0.51 mm
Max. 0.028080 Ω mm2 /m
103 – 138 N/mm2ASTM B-233
Manufacture’s test reportQP 11 –F
QP 02 –BSteel1mOne sample per each lotDiameter

Tensile Strength (if possible)According to the Tender or Order specificationTender or Order specification Manufacture’s test reportQP 11 –F
QP 02 –BWooden Drums01 NosOne sample per each lotDrum dimensions

Wood preservative applicationAccording to specification manualSpecification manualQP 11 –H
QP 02 –BLabels01 NosOne sample per each lot and each typeArt work
DescriptionAccording to specification manualSpecification manual
(QP 11 –E)QP 11 –I
QP 02 –B

REVISION NO: 06
Doc. No.
QP 11-K
Page: 01 of 01
SUPPLIERS REGISTER FOR RAW MATERIALS
& IMPORTED SPARE PARTS
Doc. No. : QP 11-K
SUPPLIERS REGISTER FOR RAW MATERIALS & IMPORTED SPARE PARTS
NAME OF SUPPLIERADDRESS / TEL. NO. / FAX / E MAILITEMS AVAILABLE

REVISION NO: 06
Doc. No.
QP 11-L
Page: 01 of 01
SUPPLIERS REGISTER FOR STOCK &
SPECIAL ITEMS – LOCAL PURCHASE
Doc. No. : QP 11-L
SUPPLIERS REGISTER FOR STOCK & SPECIAL ITEMS – LOCAL PURCHASE
NO.NAME OF SUPPLIERADDRESS / TEL. NO. / FAX / E MAILITEMS AVAILABLE

REVISION NO: 06
Doc. No.
QP 11-M
Page: 01 of 01
MATERIAL COMPLAINT NOTE FOR LOCAL
PURCHASE & IMPORTS
Doc. No. : QP 11-M
MATERIAL COMPLAIN NOTEFOR LOCAL PURCHASES & IMPORTSSerial No. : To : PURCHASING EXECUTIVE
- LOCAL PURCHASES / IMPORTSDATE ITEM PRN NO. NAME OF THE SUPPLIER SHIPMENT / BATCH
IDENTIFICATION NON CONFORMITY ………………………………...………..…………………………….
……………………………… Complain raised by (Name)Dept. Signature COMPLAIN AUTHORIZED BY : Factory Manager :
………………………………….Date :………………………………………... ACTION TAKEN

……………………………………………………………………………. Purchasing Executive / Management
Accountant Date

REVISION NO: 06
Doc. No.
Date of Revision : 10/01/2013 REVISION NO: 06
QP 11-N
Doc. No. Page: 01 of 01
SUPPLIER
PROCEDURE EVALUATION
NO: QP 11 DateFORM
of Issue FOR RAW
: 2008-03-01
MATERIALS & IMPORTED
Date of SPARE
Revision :PARTS
10/01/2013
QP 11-O
A Page:
Doc. 01
No.of: QP
01 11-N
STANDARD SPECIFICATIONS FOR RAW
MATERIALS
SUPPLIER EVALUATION FORM FOR RAW MATERIALS & IMPORTED SPARE PARTS
Doc. No. : QP 11-O
EFFECTIVE FROM (DATE OF ISSUE)NAME OF THE SUPPLIER

STANDARD SPECIFICATIONS FOR RAW MATERIALS
ITEMREFERENCE STANDARDPROPERTIESContinuous cast Copper wire rod

(Electrolytic tough pitch copper)
ASTM B-49Conductor diameter – 8.0±0.38 mm EVALUATION
Resistivity - 0.017241 Ω mm2 /m (max) CRITERIAMAX.150
Copper content – 99.9% (min)
MARKSMAX.200 MARKSMAX.150 MARKSPRICE EVALUATIONQUALITY
Continuous Aluminium rod
EVALUATIONDELIVERY EVALUATIONLowest – 150For each ComplaintOn time – 150 2nd Lowest – 10050
ASTM B-233
Temper – 1350 - Hmarks
14 will be Delayed - 503rd Lowest – 80Reduced.4th Lowest – 60Others - 0
Conductor
ORDER diameter
NOPO–NOPRICE
9.5±0.51 mm EVALUATION MARKSQUALITY EVALUATION MARKSDELIVERY
Resistivity - 0.028080 Ω mm2 /m (max)
Aluminium content EVALUATION
– 99.5% (min) MARKS12345678910AVERAGESUM OF AVERAGE MARKS
If Sum
High of Average
strength MarksSteel
Galvanized < 350,
wire for ACSR such as 2.59, 2.79, 4.09 mm
That Supplier has to be Black Listed & Black Listed Imports Suppliers’ List ( QP 11 – S ) should be also
BS EN 50189:2000
maintained accordingExecutive
by Purchasing to the table 6Mechanical
( Local properties of STA4 wireStandard strength Galvanized Steel
) for reference.
wire for Drop Wire
Note :- Goods arrived within 7 days of the required date mention in the purchase order (PO) has to be
SLT spec called
MTIDas SPE
‘On001Wire diameter –&1.2±0.01
Time Deliveries’ gets 150 mm
marks.
Goods which come after 7 days of the required date mention
Breaking strength – 155 kgf (min)PVC (Poly Vinyl Chloride) in the purchase
granulesSLS 1282 -order (PO) has toin
Part 2Described be called as
‘Delayed Shipments’ & gets 50 marks.
standardXLPE (Cross linked Poly Ethylene) granulesSLS 1282 - Part 3Insulation Grade – GP 8PE (Poly
Ethylene) granules for Telecommunication and Data cablesBS 6234Insulation Grade – Type 03
Prepared by : ………………………..… Date : ……………………

Quality Assurance Executive
Approved by : ………………………… Date : ……………………

Factory Manager


REVISION NO: 06
Doc. No.
QP 11-P
Page: 01 of 01
SUPPLIER EVALUATION FORM FOR STOCK
ITEMS – LOCAL PURCHASE
A Doc. No. : QP 11-P
SUPPLIER EVALUATION FORM FOR STOCK ITEMS
AND SPECIAL ITEMS – LOCAL PURCHASE
EFFECTIVE FROM (DATE OF ISSUE)NAME OF THE SUPPLIER
EVALUATION
CRITERIAMAX.150
MARKSMAX.200 MARKSMAX.150 MARKSPRICE EVALUATIONQUALITY
EVALUATIONDELIVERY EVALUATIONLowest – 150For each ComplaintOn time – 150 2nd Lowest – 10050
marks will be Delayed - 503rd Lowest – 80Reduced.4th Lowest – 60Others - 0
ORDER NOPO NOPRICE EVALUATION MARKSQUALITY EVALUATION MARKSDELIVERY
EVALUATION MARKS12345678910AVERAGESUM OF AVERAGE MARKS
If Sum of Average Marks < 350,
That Supplier has to be Black Listed & Black Listed Local Suppliers’ List ( QP 11 – R ) should be also
maintained by Purchasing Executive ( Local ) for reference.
Note :- Goods arrived in the required date mention in the purchase order (PO) has to be called as “ On
Time Deliveries” & gets 150 marks.
Goods which come after the required date mention in the purchase order (PO) has to be called as “Delayed
Shipments” & gets 50 marks.

REVISION NO: 06
Doc. No.
QP 11-Q
Page: 01 of 01
RAW MATERIALS PLAN FOR THE MONTH
OF …………
Doc. No. : QP 11-Q
RAW MATERIALS PLAN FOR THE MONTH OF …………
Item : ………………………..
Batch
NoBank &
TermsConfirm
DateLast LME
Nominating DateETATo the FactoryGap of the
ShipmentsQTY
(Mtns)SupplierStatus

REVISION NO: 06
Doc. No.
QP 11-R
Page: 01 of 01
LIST OF BLACK LISTED SUPPLIERS – LOCAL
Doc. No. : QP 11-R
LIST OF BLACK LISTED SUPPLIERS – LOCAL
SUPPLIERADDRESS AND TEL. NO.SUPPLIED ITEMS

REVISION NO: 06
Doc. No.
QP 11-S
Page: 01 of 01
LIST OF BLACK LISTED SUPPLIERS – IMPORTS
Doc. No. : QP 11-S
LIST OF BLACK LISTED SUPPLIERS – IMPORTS

SUPPLIERADDRESS AND TEL. NO.SUPPLIED ITEMS

REVISION NO: 06
Doc. No.
QP 11-T
Page: 01 of 01
STATUS REPORT ON RAW MATERIAL –IMPORTS
Doc. No. : QP 11-T
Plan for the month of .............................CopperQty (Kgs)PVCQty (Kgs)Opening Stock Opening Stock Finished GoodsFinished
GoodsWIPWIPTotal Opening StockTotal Opening StockAdd:Add:ETA-ETA- Payment-Payment- ETA- ETA- Payment-Payment- ETA- ETA-
Payment-Payment- ETA- ETA-Payment- Payment- ETA- ETA- Payment- Payment- Less: Less: Wastage Allowed (0.5%)Wastage Allowed
(0.5%)Closing Stock Closing Stock Finished GoodsFinished GoodsWIPWIPTotal Closing StockTotal Closing Stock Total Production- Total
Production- Total Available for Sales- Total Available for Sales- Total Planned for Sales- Total Planned for Sales- Buffer Stock (Planned 15
MT)Buffer Stock


QP 11-2013

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QUALITY ASSURANCE PROCEDURE

PROCEDURE NO: QP 11 Date of Issue : 2004-12-31 QP 11

3.0. RESPONSIBILITY & AUTHORITY: Overall Responsibility - Financial Accountant

4.0. OBJECTIVE : To increase the Productivity by reducing the idle time, by

Local Purchasing of Stock Items - Factory PRNs through stores;

REVIEWED BY : FM SIGNATURE: …………………………..

PROCEDURE NO: QP 11 Date of Issue : 2004-12-31 QP 11

Rupee Value of PRNRecommended byApproved byUp to Rs. 5000.00Factory ManagerFinancial

PRNs raised from Head Office;

5.2.1. PRN books are in the custody of Purchasing Executive. Whenever a

REVIEWED BY : FM SIGNATURE: …………………………..

PROCEDURE NO: QP 11 Date of Issue : 2004-12-31 QP 11

PRN should also be in triplicate and to be circulated as follows:

5.3. Purchase Order.

REVIEWED BY : FM SIGNATURE: …………………………..

PROCEDURE NO: QP 11 Date of Issue : 2004-12-31 QP 11

GRN (Head Office)

REVIEWED BY : FM SIGNATURE: …………………………..

PROCEDURE NO: QP 11 Date of Issue : 2004-12-31 QP 11

Raw Materials ( Imports ), Raw Materials ( Local ), Spare Parts ( Imports )

Management Accountant should prepare a Raw Material Plan ( QP 11 – Q ) for

Management Accountant should get the written confirmation of the shipment

After opening L/Cs or confirming the order on DP terms the Management

REVIEWED BY : FM SIGNATURE: …………………………..

PROCEDURE NO: QP 11 Date of Issue : 2004-12-31 QP 11

If there are any discrepancies in import documents or delays in shipments,

All the communication with suppliers to be done by Management Accountant or

REVIEWED BY : FM SIGNATURE: …………………………..

PROCEDURE NO: QP 11 Date of Issue : 2004-12-31 QP 11

REVIEWED BY : FM SIGNATURE: …………………………..

PROCEDURE NO: QP 11 Date of Issue : 2004-12-31 QP 11

Local Purchases ( Stock Items & Stock Items )

Raw materials (Imports & Local)

REVIEWED BY : FM SIGNATURE: …………………………..

PROCEDURE NO: QP 11 Date of Issue : 2004-12-31 QP 11

QP 11 – F Incoming Material Inspection Register for Copper, Aluminium & Steel

EVALUATION CRITERIA FOR RAW MATERIAL SUPPLIERS & IMPORTED SPARES :

This is clearly explained in supplier Evaluation Form (QP 11 – N)

REVIEWED BY : FM SIGNATURE: …………………………..

PROCEDURE NO: QP 11 Date of Issue : 2004-12-31 QP 11

6.1. Price Request & Approval Form Doc. No. QP 11 – A

6.2. PRN (Purchase Requisition Note) Doc. No. QP 11 – B

6.3. PO (Purchase Order) Doc. No. QP 11 – C

6.4. Special Order Request – Maintenance Doc. No. QP 11 – D

REVIEWED BY : FM SIGNATURE: …………………………..

From : Purchasing Executive

FOR OFFICE USE ONLY

Prepared by : ………………… ……………… Recommended by : …………….. ……………..

Authorized by : ……………… ……………… Approved by : ………………….. ……………..

Approved by : ………………….. ……………..

REVIEWED BY : FM SIGNATURE: …………………………..

No.DescriptionUnitQty.Rate Rs.Value Rs.Remarks12345678910TOTALRef. PRN No. : ………………

…………………………… …………………………. ………………………….

REVIEWED BY : FM SIGNATURE: …………………………..

SPECIAL ORDER REQUEST

REVIEWED BY : FM SIGNATURE: …………………………..

INCOMING MATERIAL INSPECTION REGISTER FOR COPPER, ALUMINIUM & STEEL

Lot No.BrandTypeTested coil No.Received DateTested DateOverall DiameterResistivityTensile StrengthSurface AppearanceQC

REVIEWED BY : FM SIGNATURE: …………………………..

INCOMING MATERIAL INSPECTION REGISTER FOR PVC, PE & XLPE

GranulesCross-section for Air HolesQC SignatureRemarks

REVIEWED BY : FM SIGNATURE: …………………………..

INCOMING MATERIAL INSPECTION REGISTER FOR WOODEN DRUMS

DiameterFlange ThicknessBarrel DiameterTraverseBore Diameter