SOP

SERVICE SOLUTIONS
[PR-P-010000-00] – PURCHASE REQUISITION
REQUESTER PROCUREMENT APPROVER

Demand for goods or The requestor creates a

REQUEST

services is generated by Purchase Requisition (PR) in

an internal customer or the SAP system based on the
department. demand received.

The PR
APPROVAL

is routed through
REJECTED
different levels of approval
based on predefined criteria and
organizational
hierarchy.

APPROVED

Once the PR has received all

Inform necessary approvals, it is
Requestor on considered ready for Purchase
PR

PR rejection Order (PO) creation.

PO

The PO is sent to the selected vendor for

acknowledgment and fulfillment of the
requested goods or services.
[PR-P-020000-00] – PURCHASE ORDER
REQUESTER PROCUREMENT APPROVER
REQUEST

Purchase Orders
are generated by
Procurement Officers
in SAP.

PO
undergo approval
APPROVAL

from different levels of

REJECTED authority to ensure compliance,
budget adherence, and
alignment with
objectives.

APPROVED

Once the PO has received all

necessary approvals, it is
considered ready for Purchase
PO

Order (PO) creation.

COMMUNICATE

Inform
Requestor on The PO is sent to the selected vendor for
PO rejection acknowledgment and fulfillment of the
requested goods or services.
[PR-P-030000-00] – VENDOR SELECTION
PROCUREMENT APPROVER VENDOR

Procurement initiates the Vendor

Selection Process by sending Request for
Quotation (RFQ) requests to a minimum
RFQ

of three potential vendors.

COMPARATIVE

Conducts a comprehensive comparison of

Comparison analysis is
the proposals based on predetermined
submitted for approval
evaluation criteria.

APPROVED

REJECTED

POs are generated in SAP and sent to the

Inform
selected vendor(s) for acknowledgment and
Requestor on
fulfillment.
PO rejection
PO
 the
t and
[IT-P-040000-00] – GOODS RECEIPT
PROCUREMENT WAREHOUSE SUPPLY CHAIN FINANCE
PACKING LIST

Prior to shipment
arrival, procurement The warehouse team
provides the packing list reviews the packing list
to the warehouse

Upon shipment arrival, the

warehouse team receives the goods
RECEIVING

based on the approved PO

Goods are inspected and

discrepancies communicated to
Procurement

The
APPROVAL

generated GRN
is reviewed and approved
by the Supply Chain
Team.

After receiving the goods, the

warehouse team generates a
GRPO in SAP.
GRPO

Finance posts the GRPO

The total cost of the entire PO is
in the financial system based
calculated and shared with the
on the approved GPO and cost
Finance for accounting purposes.
information provided.
 ed
cost
 calculated and shared with the
on the approved GPO and cost
Finance for accounting purposes.
information provided.
cost
[PR-P-050000-00] – INVOICE APPROVAL
PROCUREMENT HOD PROCUREMENT FINANCE

The Accounts Payable (AP)

INVOICE

department receives the original

invoice from the vendor against
the shipment.
REVIEW

The invoice is thoroughly reviewed by the

Supply Chain Officer to ensure accuracy
and completeness.

Invoice After
APPROVAL

verified and mapped approval by the Team Lead,

The approved invoice is submitted
with relevant documents and the invoice is submitted to
to the Finance department for
forwarded to the Team the Supply Chain Manager
payment processing.
Lead for for final signature.
approval.

Finance verifies the completeness and

PAYMENT

accuracy of the invoice and initiates the

payment process according to established
payment terms and procedures.
[PR-P-060000-00] – REQUEST FOR QUOTE
REQUEST

 The SC Team sends an enquiry to potential suppliers via

email, requesting quotes for the required goods or
services.

Upon receiving quotes from suppliers,

EVALUATE

the SC Team evaluates each proposal

based on predefined evaluation
criteria.

The SC Team may engage in

NEGOTIATE

negotiation with suppliers to

secure the best possible terms
and pricing.

All communication, supplier responses,

negotiation records, and final agreements
DCOUMENT

related to the RFQ process are documented

and recorded.
[PR-P-070000-00] – SUPPLIER EVALUATION
DATA COLLECTION

The procurement team collects

relevant data for each evaluation
criterion
ANALYZE

Data is analyzed to assess the supplier's

performance against each criterion
GRADING

Based on the evaluation criteria,

the procurement team assigns
grades or scores to the supplier for
each criterion.
REVIEW

The supplier evaluation results are reviewed by relevant

stakeholders, such as procurement managers, department
heads, and key users of the supplier's products or services.
[PR-P-080000-00] – CONTRACT MANAGEMENT
PROCUREMENT LEGAL GM BOARD VENDOR

Contracts are created based on frequent

CREATION

requirements identified by procurement or

legal team.

After receiving Board Once After receiving Board

approval, the contract contract terms approval, the contract is
APPOVAL

is signed by General are mutually agreed signed by General

Manager and the upon, the contract is Manager and the
authorized person submitted for authorized person from
from the vendor. approval from the vendor.
Board.

The signed
STORAGE

contract is stored
securely with Legal
Department.
MONITORING

Contracts are regularly monitored and

reviewed throughout their lifecycle to
ensure compliance and performance.
[PR-P-090000-00] – DEMAND PLANNING
ANALYZE

Demand planners review Budgeted targets for the upcoming period Demand planners analyze actual sales
historical sales data and trends are aligned with organizational objectives performance against budgeted targets to
with the Head of Sales and sales forecasts. identify any discrepancies or deviations.
INVENTORY LEVELS

The current status of inventory,

Future demand forecasts and shipment
The existing inventory levels of materials including on-hand stock, in-transit
schedules are analyzed based on market
or products are checked and analyzed to goods, and safety stock levels, is
trends, customer demand patterns, and
understand current stock positions. reviewed to ensure alignment with
sales projections.
demand forecasts and sales targets.

The final demand quantity is

The finalized demand quantity
determined based on a All relevant data, including historical sales
FORECAST

is shared with the Procurement

comprehensive analysis of all data, budget targets, inventory levels,
team to initiate the
available data, considering factors future forecasts, and shipment schedules,
procurement process for
such as inventory holding levels, are organized and analyzed to identify
acquiring the necessary
sales projections, and budget trends and patterns.
materials or products.
targets.

Demand planners continuously monitor demand trends, inventory

MONITOR

levels, and market dynamics to make adjustments to demand forecasts

and inventory plans as needed.