XYZ Company would like to acquire new sets of computers including the materials and peripherals needed.

Questions:
1. How can you make it possible considering the costs and availability of products according to your timeline?
2. Show your strategies.

First, method that I think is possible is:

 Identification of the need.

 The description of the product characteristics.
 Drafting the specifications. Is it necessary to issue a tender?
 Supplier sourcing.
 In-depth analysis of applications.
 Preparing for the negotiation.

Process & Strategies:

1. Process
The list of rules that must to be followed while reviewing, ordering, obtaining, and paying for
goods/services. Checkpoints/steps increase with the complexity of the purchase.

2. People
These are stakeholders and their specific responsibility in the procurement cycle. They take care of initiating
or authorizing every stage of the process. The number of stakeholders involved is directly proportional to
the risk and value of the purchase.

3. Paper
This refers to the paperwork and documentation involved in every stage of the procurement process flow,
all of which are collected and stored for reference and auditing reasons.
Needs Recognition
The needs recognition stage of a procurement process enables businesses to sketch out an accurate plan for
procuring goods and services in a timely manner and at a reasonable cost.

Purchase Requisition
Purchase requisitions are written or electronic documents raised by internal users/customers seeking the
procurement team’s help to fulfill an existing need. It comprises key information that is required to procure
the right goods, services, or works.

Requisition review
The procurement process will officially commence only after the purchase requisition is approved and cross-
checked for budget availability. In the review stage, functional managers or department heads review the
requisition package and double-check if there is a genuine need for the requested goods or services and
also verify whether necessary funding is available.
Approved purchase requests become POs, while rejected requests are sent back to the requisitioned with
the reason for rejection. All these can be handled with a simple purchase order software

Solicitation process
Once a requisition is approved and PO is generated, the procurement team will develop an individual
procurement plan and sketch out a corresponding solicitation process. The scope of this individual
solicitation plan depends ultimately on the complexity of the requirement.
Once the budget is approved, the procurement team forwards several requests for quotation (RFQ) to
vendors with the intention to receive and compare bids to shortlist the perfect vendor.

Evaluation and contract

Once the solicitation process is officially closed, the procurement team in conjunction with the evaluation
committee will review and evaluate supplier quotations to determine which supplier will be the best fit to
fulfill the existing need.
Once a vendor is selected, the contract negotiation and signing are completed, and the purchase order is
then forwarded to the vendor. A legally binding contract activates right after a vendor accepts a PO and
acknowledges it.

Order management
The vendor delivers the promised goods/services within the stipulated timeline. After receiving them, the
purchaser examines the order and notifies the vendor of any issues with the received items.

Invoice approvals and disputes

This is a crucial step in the procurement process and having procurement software like Kiss flow
Procurement Cloud gives you a competitive edge over others. With Kiss flow, you can perform three-way
matching between GRN, Supplier Invoice, and PO to check if you have received the order correctly and if
there aren’t any discrepancies. Once three-way matching is complete, the invoice is approved and
forwarded to payment processing.

Record Keeping
After the payment process, buyers make a record of it for bookkeeping and auditing. All appropriate
documents right from purchase requests to approved invoices are stored in a centralized location.