Purchase Executive

1.    Purchase Procedure :

1.1  Purchase planning as per MRP receiving from Production Department and direct management

1.2  Verified MRP sheet with last month/ quarter consumption

1.3  Any new chemicals / material requirement get quotation from three different suppliers

1.4  Based on quotation system generate comparative sheet & submit sheet to management for finalize the supplier

1.5  Copy of final quotation & comparative sheet must be attached while generate the purchase order from SAP

1.6  Vendor registration form details from every suppliers

1.7  Purchase order mail to supplier with agreed terms & condition , product price , delivery & payment schedule

1.8  Ask supplier for TDS , MSDS , COA & other related documents ( Soft / Hard copies ) of order material / product .

1.9  Follow up with supplier for dispatch schedule & Transport details

1.10          Transport details forward to store department for intimation & follow up

1.11          Co ordinate with internal department for material receiving status

1.12          Same procedure follow if any purchase requirement comes from lab , godown , office & any other department

1.13          After receiving material , cross checking sales invoice with purchase order , if any mismatch then contact supplier & make correction

1.14          Physical material batch & packing size cross check with purchase order & sales invoice

1.15          Material approved pricelist update in system with authorized person  

1.16          GRN entry by store department 

1.17          Purchase invoice entry in system & attached GRN copy with it

1.18          Month wise file maintain with following documents

     Supplier complete details

     Price approval sheet

     Purchase order

     Purchase invoice

     E way bill

     Transport LR

     GRN

     TDS , MSDS & COA

     Debit note , If any

     Material expiry date ( not less than 6 month )

2.    Purchase Return Procedure :

2.1   Short material received , material loss during transit or wrong / bad quality material received to us . in all these cases we need to return material to the suppliers with following documents

     Debit Note

     Letter with reason of rejection

     Purchase invoice copy

     E Way Bill Copy

2.2   Make purchase return entry in SAP

2.3   Inform to management & supplier with reason of purchase return by mail

2.4   Co ordinate with supplier for next dispatch planning or cancel the order

2.5   Ask credit note from the supplier

2.6   If transit insurance taken by comet for any incoming material then intimate to insurance company for any material loss during transit

2.7  Submit required documents asked by insurance company

2.8  Follow up with them for compensation

2.9  Maintain the file of purchase return

3       Payment management Module

3.1   First to check material receiving stamps of receiving material from godown

3.2   On the basis of credit terms , prepare the sheet for overdue invoices of each suppliers

3.3   Take approval of Arpansir & pass sheet to audit team( Vishalbhai / Jignesh ) & after that submit to account department for payment

3.4   Submit related documents like transport copy , purchase order copy & GRN copy signed

With store person

3.5    Inform accounts for any urgent payment by teams / mail              

4         Scrap sales :

4.1  Non usable drum sale every month

4.2 Sale rate confirm with Arpansir before selling

MONTHLY :

Stock Taking

     Raw material & finish product physical stock match with system & mail to HOD

     Godown wise stock checking signed check copy from store person

     Get approval of material variance entries in SAP after approval of HOD

 Monthly Report :

     Purchase entry report

     Non moving stock report

     Marine insurance declaration report

     Expiry stock report

     Recurring Product Report