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01 Procurement lead time is determined
02 Order processing cycle control
03 Delivery schedule control
04 Tracking of supplies in transit
<h1 class="pgc-h-arrow-right" data-track="7" > First, the procurement lead time is determined</h1>
1． Composition of the procurement lead time
Procurement lead time refers to the time required by the enterprise to purchase materials, which is generally composed of the procurement pretreatment lead time, the procurement processing lead time, and the procurement post-processing lead time. The purchase pre-processing lead time is the time of the processing process before the purchase order is issued; the procurement processing lead time is the time when the supplier accepts the order and delivers the goods; and the post-purchase processing lead time is the time from the time the enterprise receives the materials to the storage. A schematic diagram of the procurement lead time is as follows.
2． Determination of procurement lead times
Procurement lead time is very important to the entire procurement process of the enterprise, due to the wide variety of procurement materials, suppliers, transportation methods, transportation routes and other conditions, the degree of role played by each stage of the lead time in the entire lead time is also different.
In order to better carry out the procurement progress management of enterprises, enterprises should accurately determine the procurement lead time. The main basis for enterprises to determine the procurement lead time includes the following four aspects, as follows.
1． It is determined according to the reasonable quota reserve of materials
2． It is determined according to the law of material consumption or out of storage
3． It is determined according to the material consumption department or the procurement plan provided by the department
4． Determined based on the foreseeable use of the material
<h1 class="pgc-h-arrow-right" data-track="17" >2</h1>
The processing activity of all purchase documents in the process from the time an enterprise issues a purchase order to a supplier and the enterprise receives the purchased materials is called the order processing process, and the time course experienced is called the order processing cycle. The length of the order processing cycle directly determines the inventory of the enterprise, and the level of inventory also determines the level of procurement costs of the enterprise. Effective order processing can improve the satisfaction rate of orders and the accuracy of delivery, reduce procurement costs and inventory levels.
The control of the purchasing department on the order processing cycle mainly has the following three key points, as follows.
1． Order preparation control
2． Order review and transfer work
3． Order tracking work control
According to the procurement plan, the procurement personnel collect the necessary information of the materials to be purchased, and through analysis and comparison, formulate a reasonable purchase order plan, and formally put forward the requirements for purchasing materials to the supplier.
In this process, the procurement personnel should try their best to understand the technical information of the materials to be purchased, the changes in the procurement environment and the detailed quotation of the supplier market for the materials, so as to reduce the difficulty of operation of the purchase order.
2． Order review and transfer work control
The purchasing officer transmits the order request and the information about the purchased goods to the supplier by post or electronically, and the purchasing supervisor then reviews the purchase order. Among them, the purchase order review mainly includes the following.
(1) Check the accuracy of the name, number, quantity, price and other contents of the purchased materials.
(2) Check whether the required materials can be purchased.
(3) Review the documents for the replacement of material orders or the cancellation of orders.
(4) Review the supplier's supply capacity and financial creditworthiness.
(5) Transcribe the information of the purchase order and issue a purchase invoice.
In this process, if possible, as far as possible to adopt a parallel review and approval method, in order to shorten the order review and transmission time as much as possible, which is conducive to shortening the order processing cycle to the greatest extent.
The purchasing staff tracks the purchase order and deals with any delays in the order fulfillment process or the delivery process of the goods in a timely manner to ensure that the enterprise can successfully complete the procurement work. The purchasing personnel should track the order before the order is executed and during the order execution process.
(1) Tracking before order execution
In the procurement process, after the supplier accepts the order, the purchasing personnel should track the processing of the supplier's order in time, check and determine whether the supplier arranges production or arranges the supply according to the order requirements in time.
(2) Tracking of the order execution process
In the process of supplier preparation, the problems found by the procurement personnel in the monitoring process should be timely feedback, and if the supplier has changed requirements in the middle, it should be solved in time without delay.
In this process, the procurement personnel need to effectively control every link of the purchase order, and remind the supplier to prepare the materials in time if necessary, so as to ensure that the purchased materials can meet the inventory level of the enterprise in time.
<h1 class="pgc-h-arrow-right" data-track="41" >3. Delivery schedule control</h1>
Delivery schedule control refers to the tracking of monthly and quarterly procurement plans or purchase orders, and the tracking and control process of whether suppliers can deliver materials on time, according to quality and quantity. The purchasing personnel should effectively control the supplier's stock preparation progress, mid-term follow-up progress, and acceptance inventory progress to ensure the smooth progress of the company's production and operation activities.
1． Supplier stocking schedule control
After the procurement department personnel determine the delivery period with the supplier, the supplier should be required to provide the corresponding supply schedule, and understand the progress of the supplier's stock preparation according to the supply schedule to prevent the occurrence of delivery delays or early delivery. If the purchasing personnel find that the supplier's delivery schedule may affect the normal delivery period, they should take timely measures to eliminate the schedule lag.
2． Mid-term documentary expediting
Documentary expediting is a measure taken to enable suppliers to deliver supplies within a specified time. One week before the expected arrival of the order, the purchasing staff needs to follow the supplier to find out the stocking situation of the material and the expected delivery date, if the supplier cannot deliver on time, the purchasing staff needs to send a reminder notice to the supplier to determine the exact delivery time.
3． Check-in library progress control
When the supplier delivers the goods, the procurement personnel shall work with the quality department, the warehousing department and other departments to verify the quantity, unit price, quality, etc. of the materials, and only after passing the verification can they handle the warehousing procedures. If unqualified materials are found during acceptance, the procurement personnel need to cooperate with the quality inspection personnel in time to find the reason for the nonconformity and contact the supplier in time to negotiate the return.
<h1 class="pgc-h-arrow-right" data-track="49" >4</h1>
The procurement department needs to track and manage the materials in transit in a timely and effective manner, which can ensure that the purchased materials can be transported to the designated place at the agreed time. Among them, it is very useful for enterprises to grasp the status of materials in transit.
Enterprises should collect and analyze key transportation data, and grasp and manage the actual material transportation situation. In general, it should be obtained as follows.
The number of transshipment points for transporting goods
Freight volume and shipping costs related to each supplier
The ratio between the supplier's arrangement of transportation and the buyer's arrangement of transportation
The performance level of a single carrier
The total cost of transportation for carriers and modes of transport
Number of carriers responsible for material transportation services
The purchasing department can perform a simple analysis of the above data to better determine the purchasing arrangements for how to carry out the transportation. This information is valuable if the Purchasing Department decides to reduce the number of carriers it serves.
#Purchase ##采购管理 #
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