SOP 6 Purchases
SOP 6 Purchases
To establish and maintain a uniform and controlled method for purchasing, to ensure
that the purchased products and services conforms to the specified requirements.
Scope
Procedure mentioned below applies to all purchases of goods, which have a direct
bearing on product quality and for incoming materials. Fabrics, Canvas, both warp are
the maximum purchased items along with accessories like Zippers, Dori,
Buttons etc. Along with this packing material, labels, stickers, barcodes etc. is also
purchased.
Responsibilities
The responsibility to ensure that this procedure is implemented lies with
Dyeing Manager generates requirements for dye & chemicals & production manager for
fabric/canvas with approval of Sr. Manager
Procedure
The first step in purchase procedure is receipt of demand / indent from concerning
section. Requirement is also received from stores on the basis of order execution levels
and demand placed on stores for issue but material out of stock.
The requirement is collated and approval for purchase is taken from CFO/MD.
High costing item are purchased after collecting offers from at least three suppliers.
Items costing low are purchased by single officials based on market survey.
Approved Vendors
Job workers are also major suppliers to the organization. Name of these Agents and
Manufacturers and Job Workers are listed in the approved vendors list.
New Vendors are selected on their ability to supply goods in time, as per cost and
quality requirements. Assessment of this ability includes any of the criteria as given
below:
Compatibility Quality System (May have been certified by a third party i.e. ISO 9000/ISI
Mark)
PERFORMANCE OF VENDORS
The performance of the approved vendors is monitored every Three months by noting
the details in the Vendor Monitoring List. New Vendor’s appraisal is done on every
order completion for first 2 months and then it is added to approved vendor list;
vendors are made aware about the performance. Claim is levied upon the vendors in
case of deflection from the qualitative and quantitative specifications that result
customer dissatisfaction.
Criteria’s:
Quality: No or very little Rejection, but necessary to get 3/5 to qualify Quantity:
Complete Quantity supplied
Delivery: Dates met with margin of 1 to 2 days is acceptable in some cases . Cost:
Competitive
Three orders of each approved vendors are checked every six months and each criteria
is checked on the scale of 5. 5 for V.good, 4—good, 3—satisfactory, 2--- poor, 1---V.poor