Quality System Procedure 08 – Purchasing & Receipt of Materials

When you go to buy something for yourself under normal circumstances, you don’t think too much about it. Sometimes you just buy the same as before, sometimes you need it in a hurry and buy the first one that is available.

If we applied the same logic to procurement of the materials needed for work we would never be able to forecast our spending and would soon be in trouble financially.

This is why we must follow a procedure!

• QSP-08 requires input from a lot of different people (Contracts manager, Purchasing manager, Foremen and material controllers) to give us accuracy and control in this area.
• The budget of what can be spent must be known before any purchasing commences.
• Orders should be placed so that material is delivered on a ‘just in time’ basis to site; avoiding storage issues, double handling, damage and even loss of material.
• All material requisitions must be via the SAP system only.
• Any hired plant and equipment must go through the purchasing department for tracking.
• Internal plant items must be transferred through the Hilti ON!Track system.
• As each Purchase Order is generated it is assigned a unique PO number.
• As invoices are submitted by material suppliers, they must reference the unique PO number to avoid any delays in processing and payment.
• Confirming correct quantities and types of material upon arrival to site (goods receipting) is very important in order to keep the system up to date and avoid any delays making payments to suppliers.
• Anything unusual noticed during goods receipting should be placed in a designated quarantine area and the purchasing department notified immediately.
• Issues with suppliers are carefully monitored and may require escalation depending on severity.