Definition :
foreign purchases are purchases made abroad from international suppliers and are usually linked to a customer order confirmation.
Purpose :
the purpose of this procedure is to define the operations to be carried out in order to satisfy an internal purchasing requirement for an external customer, clarifying the responsibilities and parties involved in each stage from request to acceptance.
Implementation date : upon approval.
IT directory : quality, foreign purchasing and logistics processes, procedures.
Filing cabinet : Quality department storage, ISO 9001 filing cabinet, procedures.
I- Purchase request :
After receiving the order confirmation from the customer, the sales representative registers the order on his ERP and draws up a purchase requisition on his ERP, specifying the following points :
- the goods ordered.
- Factory prices.
- Application and end customer (your organization’s requirements).
- Delivery date requested and communicated to the customer.
- Type of packaging required.
The purchase requisition is notified to the foreign purchasing and logistics department by e-mail from the sales rep concerned, with the elements not recorded in your ERP. So don’t forget to draw up a signature matrix to validate purchase requisitions.
II- Placing factory orders :
Deadlines :
Once the purchase request has been sent to the foreign purchasing and logistics department, the purchasing department checks that the signature matrix has been respected, and then transfers the request to the factory within a maximum of 24 hours. An e-mail is then sent to the sales representative to confirm that the request has been processed.
If the purchase request is deemed to be non-compliant, an email is sent to the sales rep concerned within 24 hours, with the necessary modifications.
Commade placement :
At the time of placing the order with the factory, the purchaser must ask for the availability of the currency, negotiate the delivery date, or price or packaging if required and requested by the commrcial.
III- Factory order confirmation :
After 48 hours from the date of placing the order with the factory, and in the absence of a factory order confirmation, the purchaser must contact the factory concerned again to confirm the order with the final delivery date.
After receiving the order confirmation from the factory, the purchaser forwards it to the relevant sales representative for checking.
Items to check :
Ongoing communication :
The purchaser is obliged to inform the relevant sales department of the progress of his order throughout its processing. It is also obligatory to inform the sales department of any risk of late delivery or manufacturing problems at the factory.
Preparing to import goods :
Prior to collection, the buyer is obliged to check the following with the factory :
- pro forma invoice ;
- packing list;
- Test report;
- Requested technical documentation.
The buyer must confirm the type of transport and the costs with the sales representative. Validation by the sales representative concerned must be communicated by e-mail.
Comments :
It is also important, when drafting your procedures, to specify the following for each of them :
The type of task
The person carrying out the task
The deadline for carrying out the task
The frequency of the task
The implementation of this procedure will take effect as soon as it has been approved by General Management.
We recommend creating a purchase register with google sheets
We recommend that you use Visio, a highly effective tool from Microsoft Office, for the flowchart.
Our articles are written by expert consultants from ED TRUST, Forvis Mazars, EY, Deloitte and Grant Thornton.
