Purchasing Cycle

Identification/
Requirement/Requisition
for goods/services
initiated.
Approval and Issuance (Department )
of Payment
Select Vendor(s)
(External Suppliers)
(Prakash Sir)

Invoice Verified and

Processed
Placement of Order
Goods Receipt
(Bimal Sir )
(confirm their quantity and quality
as per Purchase Order(PO)) Related Department
(advance payment
GOODS TO BE RCEIVED IN STOCK reason)
ROOM NOT ON SALES COUNTER
Purchase Return

 Purchase Return Identification of Goods

to be returned(defects,
excess quantity or quality issues)
PRN must contain Supplier
Details, Original Purchase Notification to
Order Details, description Supplier and
and quantity of goods being Authorization from
returned. (Department and Supplier
receiver should be involved
in the transaction)

Preparation of
Purchase Return
PRN must be in Note(PRN)
yellow color
Sales Procedure
 Sales Procedure
Written approval
from higher
Order Slip Review of Order
authority for sales Generation Slip
above one lakhs

Whatspp
Credit Sales Approval for
credit sales Up
Approval to 1 Lakh Distribution of
Order Slip
Copies
Check the quantity of
goods before they
Preparation of leave the warehouse 3rd copy
Gate Pass (Sales rate to be
1st copy 2nd copy
for
with sent to
(customer Code decided and regular Departm customer
accountin
g entry –
necessary) change and approval
ent (sign )
customer

system should be
taken from rajan sir.
iTem code
Sales Return
 Sales Return

Review the Return

Request

Update Inventory
Accordingly
Goods Inspection
Upon arrival

Preparation of Goods
Return Note(GRN)
Approval
Advances
 Advances for Staff

Fill the Requisition Slip

Provide details about

Advance must be Available to amount requested,
settled within 4 staffs who purpose and other
months worked more information
than one year.

Send the Slip via

Whatsapp to the
relevant approving
authority
 Advances (All cashes except 1000)
 Advances for Office work

Fill the requisition

form

Note: receipts and Submit the slip to

documentation of higher authority for
Settle advance within expenses and any confirmation
one week by unused funds should
submitting receipts to be submitted to the
the finance manager finance manager

Advance shall be Approved amount

used for specified disbursed by the
office work finance department