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TOP-PURCH: Raw Material Purchasing

REV: 03/28/08

SCOPE:  This procedure covers the purchasing of raw material (primarily steel bar stock)

STEP

WHO

WHEN

INFO TO USE

WHAT TO DO

RESULTS

1 Materials Manager Daily Customer order and specifications; Steel info Run and check Purchasing Queue; call up On Hand by Location Report on computer to check for having an adequate supply of material that meets the specifications of the orders unclaimed in the steelyard or already on order. Customer order held until inventory status clear
2 Materials Manager Upon identifying the need to purchase material (due to a customer order or a low stock condition) Purchasing Queue; On Hand by Location Report: Material Availability Report Determine ordering needs; e-mail,  telephone or fax selected raw material suppliers with list of needs (material may only be purchased from approved suppliers, but unapproved suppliers may also be asked for consideration); inquires for all purchased material and services related to product we sell must clearly describe the material / services requirement, including all applicable specifications and supplemental requirements. Requests for quotation placed
3 Materials Manager After receiving quotations back from suppliers Supplier quotations, customer orders and specs Review supplier quotations;  within 3 business days of quotation solicitation, if need a waiver on specifications or delivery from the customer, ask Customer Service Manager to perform step 4; if an unapproved supplier needs to be considered, petition QA Manager to add supplier to Approved Supplier List. Decision as to orders to place
4 Customer Service Rep  As requested by Materials Manager Customer order; info from Materials Manager Contact customer, inform them of material availability difficulties and renegotiate specifications, delivery or price; update in computer; return to Materials Manager. Customer order modified to reflect material availability
5 Materials Manager Upon decision to place purchase order Supplier quotations, customer orders and specs Enter PO information into computer (supplier*, grade, size, quantity, delivery, specifications and price); if customer order being held pending material order, complete step 1. Supplier notified; PO initiated
6 Materials Manager After Printing Purchase order Fax purchase order to supplier; File Open PO file; submit current supplemental requirements per TOP-POSUP in addition to the purchase order / work order to the vendor at the time of order. PO to Open PO file; PO to vendor
7 Materials Manager As supplier acknowledgement arrives Purchase order and acknowledgment Compare acknowledgment with PO in file; if discrepancy, contact supplier and resolve, or refer to Controller; attach acknowledgment to PO copy in Open PO file. Acknowledgment reviewed, recorded and filed
8 Materials Manager If PO needs to be changed or canceled Customer change order, notice from supplier, etc. Negotiate change with supplier (possibly involving Customer Service Manager to negotiate with customer as well); finally change PO in computer as in steps 5-7, except "Revised PO" is printed and sent to vendor. PO revised, reviewed and filed
* The computer system will only allow a raw material purchase order to be issued to a supplier who has been approved for the particular category of material being ordered. To set up a new supplier, the QA Manager sets the supplier up using information provided by the Materials Manager. The QA Manager then adds information regarding the supplier's approval status to the record, which is also the information from which the computer produces the Approved Supplier List.

 

 

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