IMS:Procurement of materials

Overview

Document control

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Document type:	Supporting process
Process owner:	Christopher Osborne
Scope:
Affected roles:
Work instructions:

Valid:	15.06.2025 ◉green
Standards:	None
Audit date:	28.11.2025
Approval:	Demo writer (14.06.2024) - Version: 3

Purpose / goals

Material procurement largely includes purchasing tasks. This includes determining the order quantity, obtaining and comparing offers, placing orders, checking incoming goods and storing the goods.

The purpose of the Procurement process is to structure the purchasing processes and sourcing strategies to ensure that the services and goods we acquire are the result of objective as well as time- and cost-effective decision making.

Predecessor

Manage inventory

Recipient

Accounting

Process steps

R=Responsible party; P= Participants in the process

Input (resources)	Steps (link to work instruction if exists)	Output (deliverables)	R	P
Request form	submit purchase request		employee
	assess vendors		purchasingemployee
	negotiate terms		purchasingemployee
	create purchase order		purchasingemployee
Purchase order	receive and inspect the delivered goods		receptionist	warhouse worker
	conduct three-way matching
Invoice	approve invoice		purchasing employee
Approved Invoice	arrange payment		accountant
Purchase order, approved invoice	close out request		purchasing employee

Process diagram

Performance indicators

How are the goals measured?

Risks

What could go wrong? What are possible sources of error?

Resources

What resources are necessary to complete the process?

Equipment

Systems, software, tools,...

Personnel / Qualifications

What roles are needed to perform this process?

Supporting documents

Which documents are related to this process (policies, guidelines, checklist templates, ...) ?

Records

Any observations or reports that confirm the effectiveness of this process (completed checklists, meeting minutes, interviews, ...).