| Document type: | Supporting process |
|---|---|
| Process owner: | Christopher Osborne |
| Scope: | |
| Affected roles: | |
| Work instructions: |
| Valid: | 15.06.2025 ◉ |
|---|---|
| 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
| 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, ...).
