Memorandum
TO:
FROM:
DATE:
SUBJECT: Documentation of Present Procedures for Purchase of All Materials and Supplies
Origination of Purchase Request
As materials and supplies are needed, prepare a purchase request by way of memo and submit it to the Purchasing Department. In your memo, give all the following information:
Type and grade of material or supplies
Quantity
Technical specifications sheet, if necessary
Date the material is needed
Estimated cost
Signature of approval by appropriate manager
Purchasing Department Procedures
Step Action
1. Purchasing agent logs in the request and assigns a buyer.
2. Buyer checks the material request for corrections or other necessary information from the requester.
3. Buyer requests and selects single or multiple bids as follows:
a. When dollar value is less than $500, he will solicit only single bids, even on competitive materials.
b. Bids for technical material will be pre-determined by the material itself. If single source, he will solicit only one bid. If of a competitive nature, he will solicit multiple bids.
c. If the material is technical, buyer transmits specification sheets to the bidder.
d. Buyer reviews and analyzes all bids received, preparing and issuing a purchase order to the selected vendor.
4. Clerks type all purchase orders placed by buyers and distribute copies to all appropriate parties (buyer, vendor, requester of materials).
5. Clerks confirm to the requester by way of Form MS 200 the promised shipment date.
6. Clerks file confirmations with the original purchase orders issued by the buyer.
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