Purchase handbook
Purchasing units employees usually go through this job by chance (Ghamami). For this reason, it is necessary to give detailed information about processes, organization structure, things to be done, things that should not be done (For example; bargaining and meeting strategies) for every new participant.
By this means, differences in understanding and functioning between projects will also be eliminated.
The creation of a purchase handbook that sets out the general rules and strategies, excluding purchase procedures and procedures, will result in both the above issues and a significant contribution to the purchasing units throughout the company with the idea basket to be created when the handbook is prepared.
At the same time, the study should be included in the ERP system.
Unplanned orders
Firms allocate a significant portion of the project budget for the materials to be purchased. Here the economic contribution is provided by planned purchase. (Nebol,January 2014)
Since field teams and purchasing units do not share the same goal, field teams are often late to order. They put extraordinary pressure on the purchasing unit by giving them the admission deadline information of left the unplanned order.
The pressure generated by unplanned purchases can both prevent lower prices and disruptions due to less time spent on other orders. The resulting stress can adversely affect the efficiency/performance of both sides.
In order to reduce these bottlenecks the most, purchasing units are in the process of getting information about orders from within the field and / or keeping a minimum stock for some materials. But it is not possible for all these materials.
Unplanned ordering directly impacts purchasing and inventory holding costs in the negative. A common will to create a solution.
Orders canceled by field teams, in the same way, break the power of the purchasing unit in the suppliers and cause significant material damage in the long run.
Broken communication among other units
The close cooperation and trust environment established with the suppliers as a result of long and difficult processes can easily be damaged by the problems caused by the purchasing authority or the administrator's mistakes or other units.
The understanding of "what money we are telling you!" Results in the failure to work with small suppliers or with suppliers who are obliged to work. Therefore, the role of trust and close relationships is important. In the market, there are few suppliers in some product groups (work safety materials, ready-mixed concrete, power tools, etc.). For this reason, the relations with the suppliers must be kept at a constant level.
Erroneous, urgent or canceled orders with incomplete information force the purchasing units to make mistakes. As a result of the stress, the lack of experience or the inability to manage well due to inconvenience, the relationship with the supplier may be worse than it first started. This problem becomes even more important for projects with long and / or high purchasing budgets.
To prevent this, the purchasing unit employees are surveying the field teams with certain indistinct intervals whether there is any need. Lakin does not always lead to the desired result.
The chain is as strong as its weakest link, and it will have a positive impact on the costs of the solution.
Quotations (BID Tabulations)
In some cases, contact with many companies is being made during the bid collection phase, which is the stage prior to the order's turn to buying.
Technical knowledge is gaining importance in some special material groups. The detailed information about the material will be more easily accessible thanks to the cross-function groups to be created from the relevant units in the special material purchases.
Transfers of quotations to BID Tabulation form are done in Excel environment. As a result of the additional workforce, the staff of the unit avoids preparing this form as much as possible. Because information such as material and company names already existing in the ERP system is entered again and again. However, thanks to an additional module to be added to the ERP system, BID Tabulation can be prepared on an order basis, so the information to be entered will be only information such as price and term. After the digital approval of the top management, the process will be finalized without the need for any printed document.
Furthermore, with the total amount limit based on the invoice to be entered into the ERP system, it is necessary to prevent the submission of purchases without BID Tabulation. Of course, in the meantime, the bills must be shredded in order to overtake the system.
References
Ghamami, O. (tarih yok). Omid Ghamami.
Nebol, E. (2014 Ocak). Tedarik Zinciri ve Lojistik Yönetimi (3. Baskı). İstanbul, Türkiye: Beta Basım A.Ş.
May 1, 2016 - Istanbul
