| 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. |
