Procurement Process Flow — The Ultimate Guide of 2023

Stepsin Procurement Process Flow

1. Identify the requirements

We all know that the first thing the procurement department needs to do is to inquire about each branch of the company of their needs.

The company needs to consult their stakeholders as they are the one who knows what is lacking in their respective departments. Once the company identifies the required materials, the procurement process will now begin.

2. Source for suppliers or service providers

It will now source for potential suppliers or service providers once the company has identified all the materials. The pre-existing list to source for suppliers is available if the company has done the procurement process in the past.

The company may also create a new list of potential suppliers and service providers. This allows the company to seek lower prices that still offer the best quality.

3. Selection of suppliers

The company has narrowed down the list of potential suppliers for selection. This is where the bidding process begins. The company may consider choosing the supplier or service provider with the best bid.

4. Submission of technical and financial proposal

Once the supplier or service provider is selected, it will now lay down its proposal to the company. The supplier or service provider submits the technical proposal before the company opens the financial proposal.

5. Negotiation

The company evaluates the proposal submitted by the supplier or service provider for further discussions. They will all negotiate if the parties involved agree with the terms.

Parties may opt to compromise if there are any disputes with the terms. If there is no agreed resolution, the company may try to select another from the selection list.

6. Finalization of purchase order

It will now move to the finalization of purchase orders if all parties agreed with the terms of the contract. A purchase order will be created that details the needed materials or services of the company.

The purchase order details include the quantity, price, time, and date of delivery of the materials. Purchase orders must be compared against the quote and purchase requisition to check the accuracy of the orders.

7. Delivery and inspection

The purchase order will be sent to the supplier once finalized. After this, the company can follow up on its orders to ensure the timeliness of delivery.

A purchase order will be created that details the needed materials or services of the company. . Additionally, they must also check if there are any defects in the materials to contact their supplier immediately.

8. Payment process

The company will send the payment once it has validated the purchase order. Both parties must discuss and resolve if there are any discrepancies found. The payment terms are dependent on the agreed terms in the contract.

9. Recording of transactions

The procurement process must be documented for auditing and taxation purposes. The company can review the transactions to identify if there are any discrepancies in the procurement process.

Recording of transactions can be automated to streamline the procurement process. Automation will allow companies to save time and money as manual procedures are prone to errors.

Procurement ProcessFlow Chart

The procurement process flow varies for each company. Some may have additional procedures to streamline their process further. Moreover, some elements stay the same in each company.

To visualize the procurement process flow, we have made a chart for you to easily identify each process.

You must note that this is only the standard procurement process flow. As we said, it varies for each company.

Importance of Visualizingthe Procurement Process

Understanding the procurement process flow becomes easier with visuals. You can create a customized flowchart that fits your workplace’s needs and processes.

This chart can include extra steps your company uses to make the process smoother. Apart from boosting efficiency, making an electronic visual representation of the procurement process can give you quick links to important resources.

For example, you can add approved suppliers’ information to the chart. This helps when you need to reach out to them for materials.

Also, think about putting internal forms like purchase orders, purchase requisition forms, and quote requests on the chart for easy access. You can even store contact details of key people involved in the right sections of the flowchart.

For example, you can include the finance department head’s contact information in the “Review by finance department” part of the chart. This way, it simplifies the procurement process and makes it more effective.

Conclusion

In conclusion, understanding the procurement process flow is vital for efficient and effective operations within any organization. A well-structured and tailored flowchart can serve as a valuable tool to visualize and manage this complex process.

Visual representations not only simplify the process but also provide quick access to essential resources, contributing to successful and well-managed procurement practices in your company.