STANDARD OPERATING PROCEDURE No.

4
DEPARTMENT OF GENERAL AFFAIRS (GA) date
PROCEDURE FOR PROVISION OF OFFICE Approved
STATIONERY (ATK)

OBJECTIVE
Fulfil ATK needs of employees or a department to get operate his duties .

SCOPE
 All department both in corporate and in units.
 Procedure This includes the startup process from ATK order arrived with making report
monthly about ATK purchase .

DEFINITION
ATK : Write Tools Office

REFERENCE
1. Purchase Order Form
2. Book proof purchase
3. Sign accept goods
4. Policy Procedure

5. PROCEDURE FOR PROVISION OF OFFICE STATIONERY (ATK)

NOT QUITE
ENOUGH NO. ACTIVITY DOCUMENT
ANSWER
Employees . 5.1 Employees in need ATK must fill out and sign Purchase
purchase orders (FOP) Orders
dept. heads 5.2 dept. Head decided agree or No
dept. heads 5.3 If Yes agree so goto 5.5 and if it turns out No
Approved so goto 5.4
dept. heads 5.4 FOP was rejected and returned to employee
dept. heads 5.5 Sign FOP & submitted to employee
Employee 5.6 Employee accept dept. refusal heads
Purchasing 5.7 Purchase process goods see purchase SOP goods
Purchasing 5.8 Issue PO and submit / deliver to suppliers Purchase
Orders
Suppliers 5.9 Receive last PO Send goods according to the PO later invoices
issue invoices
Purchasing 5.10 Inspect goods sent by the supplier
Purchasing 5.11 If Yes the goods sent by the supplier already
according to PO so goto 5.14 and Bilaman it turns out
No according to PO then goto 5.12
Purchasing 5.12 Return goods at the supplier
 Suppliers 5.13 Goods replaced in accordance existing criteria - in PO
Purchasing 5.14 noted goods in book proof purchase
Purchasing 5.15 Give goods to employees
Employee 5.16 Sign receipt goods
Purchasing 5.17 Make report monthly Report
Monthly
Purchasing 5.18 Process complete

POLICY PROCEDURE
 Required employees / departments _ goods / ATK must be fill out and sign Purchase Order
form .

 Then form the filed to superior For consent , after That submitted to part purchasing
(Purchasing Department).

 Based on form request purchase goods the Purchasing Dept. find a suitable supplier with
criteria / requirements company For goods to be bought .

 Purchasing Dept. will check / match stuff already _ purchased / sent by the supplier,
whether in accordance by PO or no .

 After goods the in accordance with order so will noted in book proof purchase .

 Once done records , goods the given directly to the employee / department who ordered .
If goods the No in accordance with order so returned to the Purchasing Department .

 Ordering employees / departments who have get goods the order must sign sign accept
goods from Purchasing Dept.

 Every month , Purchasing Dept. is required make report use each department complete
with type item , quantity and value the rupiah .

5. FLOW DIAGRAM OF PROVISION OF OFFICE STATIONERY (ATK)

 EMPLOYEE DEPT. HEAD PURCHASING SUPPLIER

Karyawan yang membutuhkan ATK Dep. Head memutuskan setuju atau

harus mengisi dan menandtangani tidak
order pembelian ( FOP )

FOP 5.4
5.1 FOP
5.2
Proses pembelian
No barang lihat SOP
Setuju pembelian barang
Yes
PO
Karyawan menerima penolakan Dept.
Head
FOP Terima PO lalu kirim barang
5.3 5.7 sesuai PO dan diterbitkan
invoice
Terbitkan PO dan serahkan /
5.6 FOP ditolak Menandatan kirim ke supplier Invoice
dan gani FOP &
dikembalikan diserahkan
ke karyawan ke karyawan 5.9

5.8
5.4
5.5 Memeriksa barang yang
dikirim supplier

5.10
Yes
No Setuju ? Barang diganti sesuai
kriteria yang ada dalam PO

Invoice

5.11 5.13
Mengembalikan barang
Menandatangani pada suppliier
tandaterima barang

5.12
Mencatat barang dalam buku bukti
5.16 pembelian

5.14
Memberikan barang pada karyawan
 5.15
Membuat laporan bulanan
Laporan bulanan

5.17

Proses selesai

5.18
END

PURCHASE ORDER FORM

FUEL OIL (BBM) LETTER