Company Name
Division or Address
Division or Address
Purchasing
Doc. No.
Date: 6/28/2016
Rev. No.
Page 1 of x
ISO Procedure
Purchasing
Approved:
__________________________________________________
Name
title
Approved:
___________________________________________________
Name
title
Approved:
__________________________________________________
Name
title
Approved:
__________________________________________________
Name
title
Approved:
__________________________________________________
Name
title
Change Record
Rev
Date
A
Responsible
Person
Description of Change
Name
Initial Release
Distribution List
(list the departments that receive controlled copies)
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Company Name
Division or Address
Division or Address
1.
2.
Purchasing
Doc. No.
Date: 6/28/2016
Rev. No.
Page 2 of x
Purpose
•
To ensure that purchased product conforms to the specified requirements.
•
To ensure that parts ordered from the manufacturer’s catalog meets
Engineering requirements.
•
To ensure that purchase orders clearly define the product ordered.
•
To select subcontractors on their ability to meet the company's
requirements.
•
To keep records of acceptable subcontractors and ensure that quality
system controls are effective for subcontractors.
•
To incorporate purchased product into the supplies.
Scope
This procedure applies to all materials and parts ordered for incorporation into
the products, consumed during the production process, or used to operate the
business.
3.
Responsibilities
<Job title> reviews Purchase Orders, based on the amount of the order.
<Job title> rates vendors who have a previous history.
<Job title> surveys potential supplier’s facilities
<Job title> determines whether to negotiate new purchase orders or amend
existing orders, based on the manufacturing schedule.
<Job title> ensures all items ordered are adequately defined through
specifications, drawings, and parts lists to guarantee the requirements are met.
<Job title> writes and approves all Purchasing procedures and is responsible for
their distribution.
Purchasing:
•
selects a supplier capable of meeting the requirements with respect to
quality, timely delivery, and cost.
•
orders materials to meets the production schedule.
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Purchasing
Doc. No.
Date: 6/28/2016
Rev. No.
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•
orders expense items, upon Supervisor’s approval.
•
maintains codes in the software system and categorizes ordered items by
cost and type.
•
participates in <name of team> meetings.
•
reorders items received in inferior quality, if so disposition.
<Job title> performs incoming inspection, as required.
<Job title> prepares the <name of report> for inventory purchases.
<Job title> verifies the purchase order for quantity and delivery requirements.
4.
Procedure
4.1
Approved Vendor List
The following lists the types of approvals: <approval types> for the
<name of approved vendor list>. <Job title> maintains the list in
<location>.
The <name of approved vendor list> specifies company names, materials
and services for which the vendor has been approved. Being on this list
qualifies the vendor for ship-to-stock.
4.2
Vendor Qualification
Vendors are qualified for the list in the following manner:
•
ISO 9000 certified, automatic qualification
•
self-evaluation questionnaire
•
vendor history
•
sample qualification
•
site survey
<Job title> qualifies and approves vendors. A vendor who is ISO 9000
certified qualifies for the <approved vendor list>. A vendor is
disqualified from the list by <activity>.
A vendor completes the <name of self-evaluation questionnaire>. <Job
title> evaluates the responses. The vendor is monitored through
<activity>.
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Purchasing
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Date: 6/28/2016
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<Job title> rates the vendor’s previous history on the <name of form>.
The history is compiled from <records> and rates the following criteria:
<criteria>. <Frequency>, vendors are reassessed.
Specific components are evaluated for approval. <Job title> oversees
testing of all proposed components. <Job title> evaluates and approves
the component. A minimum on <number> samples are required for
evaluation.
The evaluation is based on <criteria> and measures the following
parameters: <parameters>. <Job title> records the evaluation onto <name
of form>. The <name of form> is stored <location>.
Upon approval a purchase order is issued for a pilot run. <Job title>
monitors the pilot run.
<Job title> surveys the vendor site to determine the vendor’s ability to
comply with contracts and the vendor’s ability to meet needs. The
vendor’s organization is reviewed. The results of the survey are recorded
onto <name of survey>. The completed survey is stored <location>.
<Job title> evaluates the vendor’s responses. <Job title> approves the
vendor for the <name of approved vendor list>.
4.3
Purchase Requisitions
See Contract Review, xxx and Process Control, xxx.
<Job title> generates the schedule for which to purchase inventory items.
Based on the schedule, <job title> generates the requisition for the items.
The <name of report> indicates the gross requirement and schedule.
Information from <activity> is used to generate the report.
4.4
Quotations
<Job title> contacts potential suppliers from the approved vendor list for
a quote and requests <information> from the supplier.
<Job title> completes <record> with the supplier bid information. <Job
title> evaluates the bids based on <information>.
4.5
Purchase Order Approvals
<Job title> completes the purchase order requisition. <Job title>approves
the requisition. Purchase above <price> requires additional approval of
<job title>.
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Purchasing
Doc. No.
Date: 6/28/2016
Rev. No.
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If an Engineering Change causes a revision to the specification of an item
<job title> contacts the vendor. <Job title> enters the change onto
Purchase Order.
The order is verified by <activity>. Where applicable, purchase orders
indicate the following methods of conformance <item>.
4.6
Purchasing Data
The Purchase Order indicates <information>.
If the purchase is a catalog order, <information> is referenced on the
purchase order.
The Purchase Order defines <information>.
<Documents> are attached to the Purchase Order.
<Job title> checks drawings attached to Purchase Order for the correct
revision level. Materials are listed on the drawings.
For special orders, a detail drawing of tooling and components
accompanies the purchase order.
The Purchase Order specifies that the supplier is required to indicate the
lot code and company part number, where applicable.
4.7
Verification of Purchase Order
See Inspection and Testing, xxx and Handling, Storage, Packaging,
Preservation, and Delivery, xxx.
Upon receipt of an order, <job title> verifies the quantity and completes
the <name of form>.
Upon receipt of the parts, <job title> evaluates the shipment for transit
damage and verifies the order for: <list>.
The receiver completes <name of form>. <Job title> stores the <name of
form> in <location> for <length of time>.
<Job title> identifies the accept/reject receiving status on the received
part by <marking>. The <marking> shows the <identification number>.
For items not approved for stock, <job title> inspects the items for
<parameter> and completes the <name of record>.
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If the inventory item is approved for stock, it is received directly to the
stockroom.
<Purchased parts> are verified at the subcontractor's site. <Job title>
inspects the parts according to <test plan>. <Job title> identifies the
verification status on the inspected part by <marking> and completes the
<name of form>.
4.8
Disputes
See Control of Nonconforming Product, xxx and Corrective and
Preventive Action, xxx.
<Job title> dispositions defective or nonconforming parts.
<Job title> negotiates with the vendor of nonconforming materials
received. Vendors are immediately informed of the non-conformance and
asked to furnish a corrective action proposal.
If a non-conforming shipment is received, <job title> completes the
<name of form>.
<Job title> reviews defective shipments.
<Job title> reviews the vendor and completes the <name of form>. The
vendor’s rating for the approved vendor list is affected.
5.
Related Documentation
<Purchase Order>
<Product Specification>
<Inspection Requirements>
<Drawings>
<Request for Quotation>
<Approved Vendor List>
Contract Review
Document and Data Control
Process Control
Inspection and Testing
Control of Nonconforming Product
Corrective and Preventive Action
<list of work instructions>
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