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  • Purchase SOP

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    nrupika solanki
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    1. The document outlines the standard operating procedure for procuring new equipment or other requirements at an academic institution. 2. It involves identifying the requirement, specifying the item, getting cost estimates and approval, obtaining quotes from vendors, evaluating options, negotiating prices, finalizing a vendor, issuing a purchase order, receiving the item, checking it meets specifications, and paying the bill. 3. The purchase process differs for items under or over $2,000, with higher-cost items requiring additional approvals, but generally follows the steps of raising a purchase request, getting management approval, placing an order, receiving the item, verification, and payment.

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    Purchase-SOP

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    1. The document outlines the standard operating procedure for procuring new equipment or other requirements at an academic institution. 2. It involves identifying the requirement, specifying the item, getting cost estimates and approval, obtaining quotes from vendors, evaluating options, negotiating prices, finalizing a vendor, issuing a purchase order, receiving the item, checking it meets specifications, and paying the bill. 3. The purchase process differs for items under or over $2,000, with higher-cost items requiring additional approvals, but generally follows the steps of raising a purchase request, getting management approval, placing an order, receiving the item, verification, and payment.

    Copyright:

    © All Rights Reserved
    Download as PDF, TXT or read online from Scribd
    Flag for inappropriate content
    15 views1 page

    Purchase SOP

    Uploaded by

    nrupika solanki
    1. The document outlines the standard operating procedure for procuring new equipment or other requirements at an academic institution. 2. It involves identifying the requirement, specifying the item, getting cost estimates and approval, obtaining quotes from vendors, evaluating options, negotiating prices, finalizing a vendor, issuing a purchase order, receiving the item, checking it meets specifications, and paying the bill. 3. The purchase process differs for items under or over $2,000, with higher-cost items requiring additional approvals, but generally follows the steps of raising a purchase request, getting management approval, placing an order, receiving the item, verification, and payment.

    Copyright:

    © All Rights Reserved
    Download as PDF, TXT or read online from Scribd
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    of 1

    SOP FOR PURCHASE SRCAS/SP/P01

    Procedure for Procurement of New Equipment/ Any Requirement:


    1. Identify the requirement for the Academics/ Maintenance/ Research/ Breakdown/ Repair etc.,
    2. List out the specifications of the requirements/ system.
    3. Estimate the approximate cost of the system from the vendor’s input and apply for financial
    approval from the management/ Trust.
    4. Identify the vendors and call them for the quotations.
    5. Enquire about the equipment/ items quality and reliability from the users of the items/
    equipment.
    6. Prepare Comparative statement for the price and technical specifications.
    7. After getting confirmation from the management call the vendors for price negotiations before
    the purchase committee.
    8. On recommendations of purchase personnel, the vendor will be finalized.
    9. And the Purchase is done as per the below process flow.
    10. Based on the terms and conditions of the purchase order the vendor will supply and install or
    show the system/ equipment/ item.
    11. Supervise the work done by the vendor as per our requirements and training will be provided by
    the vendor to the staff members concern.
    12. After satisfactory completion of the work, Bill will be settled by the accounts section after the
    details of the system are entered in the respective department Stock Register.

    Requirement as per the Academic Activities/ Maintenance


    Activities/Research Activities/Breakdown/ Repair

    Raising of Purchase indent by the Respective In-charge for


    < 2 lakhs purchase. For above 2 lakhs purchase prior
    approval to be received from CE/ Trustee

    Getting Approval From Respective In-charge HOD/Director/


    Dean/Administrative Manager/ Principal/ Purchase
    Manager (Trust)

    Raising Purchase Order & approval from Administrative


    Manager/ Purchase Manager (Trust)/ Principal

    Sending Purchase order to the selected vendor & Receipt


    of Purchased Materials from vendor

    Checking of Purchased materials against specification by


    the respective personnel

    Checking of Bill with the Purchase order & passing the Bill
    to Administrative Manager

    Bill settlement to Vendor by Accounts section


    Purchase of Regular day to day Requirements/ Consumables is done as and when required & distributed through
    Material Requisition Slip.

    SRCAS – SUPPORT PROCESS Page 1 of 1

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