Procurement Guide
Role: Vendor Sourcing & Purchase Execution Manager
1. Role Overview
You are responsible for:
- Converting approved MRs into RFQs
- Managing vendor communication
- Negotiating pricing
- Creating POs
- Managing delivery workflow
- Ensuring operational closure before finance begins
You connect site demand with vendor supply.
2. Handling Approved MR
When Admin approves an MR:
Steps:
- Open approved MR.
- Review requested products.
- Decide: Which products to send for RFQ; Whether to split vendors.
- Select vendors.
- Send RFQ.
You may partially process MR items if needed.
3. RFQ Management
Monitor:
- Vendor responses
- Quote completeness
- Timeliness
You may:
- Send reminders
- Negotiate pricing
- Request revised quotes
- Run final negotiation round
Goal: Achieve best price and commercial terms.
4. Quote Comparison & PO Creation
After receiving quotes:
- Compare vendor prices product-wise.
- Select vendor(s).
- Create PO.
- Submit PO to Admin for approval.
You can split products between vendors.
5. Post-PO Approval Process
After Admin approves:
- Confirm vendor acceptance.
- Monitor dispatch.
- Track delivery note submission.
Ensure delivery aligns with PO terms.
6. Allotment Process
After delivery note is generated:
- Create Allotment Note.
- Assign products to respective site.
- Send to Site Engineer.
7. Site GRN Verification
After Site Engineer submits Site GRN:
- Verify received quantity.
- Review product condition.
- Resolve discrepancies if any.
- Create Final GRN.
- Mark PO as Delivered.
Inventory updates occur at this stage.
8. Invoice Upload
After PO is marked delivered:
- Upload vendor invoice.
- Cross-check with PO & GRN.
- Send invoice for Admin approval.
You complete operational closure before financial processing begins.