|
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. |
