1.

Purpose
The purpose of this Standard Operation Procedure (SOP) is to document the procedures to generate a
systematic practice for procurement. Also, to ensure each purchase made, meets the company
technical specification.

2. Scope
The SOP establishes the criteria for requesting, planning, approving, ordering and receiving of
products and consumables as throughout the entire procurement cycle to control the
availability and sustainablity of the stock.

3. Definitions
SOP : Standard Operation Procedure
PE : Purchasing Executive
PO : Purchase Order
DO : Delivery Order
QC : Quality Checking

4. References
4.1 Purchase Order /Planning
4.2 Purchase Order

5. Responsibilities
The Director together with the PE ensures that the procurement activity is performed according to the
SOP depending on the category of purchase. The PE shall open the PO prior to making any purchase.
The Manager shall verify and approved PO Planning after being request by the PE.

6. Procedure
6.1 Planning & Purchasing
i) Any purchase shall be made through a Purchase Order (PO).
ii) The purchase includes products, products packaging, postage packaging & etc.
iii) The information is gathered and obtained from the current stock and average monthly record.
iv) The information gathered is later transferred into the PO Planning and the approval from
the relevant parties shall be obtained.
v) Later which the Director shall approve the PO Planning before proceeding further for the
PO issuing and the following purchasing/procurement activity.
vi) Issued PO is sent to the relevant supplier by email or whatsapp.
vii) All PO shall state
a) PO Number - have to be referenced on Delivery Order (DO) and Invoice
b) Date of PO
c) Company name
d) Delivery address
e) Supplier name
f) Item description
g) Quantity
h) Terms

PD/PROSOP/2021/00
6.2 Receiving
i) Goods shall be deliver direct to the warehouse department
ii) DO should be provided upon delivery of goods. No unloading process shall be done by
warehouse dept without DO provision
iii) DO to be acknowledged by warehouse dept once goods unload with the correct quantity
as the physical goods.
iv) 1st copy of acknowledged DO shall be pass to PE, 2nd and 3rd copy of acknowledged DO
shall be pass to the supplier.
v) 2 units of the new goods received to be pass to PE for Quality Checking purpose.
(additional quantity allowed based on PE request)
vi) Goods received quantity to be note down on the bin card.
a) Supplier name
b) Invoice no.
c) Batch no.
d) Expired date
e) Quantity

6.3 Payment
i) Sales Order to be acknowledged/approved by Manager before proceeding to further
payment procedure.
ii) Acknowledged SO shall be pass to the finance department for payment issuance.

6.4 Stock out

i) Products/goods request are includes by branch, retail, online customer, clinics and etc.
ii) Products/goods stock out to be recorded on the bin card.
a) Date stock out
b) Requester name
c) Quantity
d) Balance after stock out

Reviewer
Title Name Date Reviewed

Approval
Title Name Date Approved

PD/PROSOP/2021/00