Document Name
Doc. ID
PRM/PUR
Process Manual for
Purchase
Version No
1.3
Date
29-12-2021
Reviewed and Approved By:
Selvakumar
Page 1 of 9
Process Manual for Purchase 1.3
Document Name
Doc. ID
PRM/PUR
Process Manual for
Purchase
Version No
1.3
Date
29-12-2021
Reviewed and Approved By:
Selvakumar
Page 2 of 9
Document Control
Document
Description:
Document
Identification:
Security
Classification:
Location:
Authorization
Name of the person
Date (dd-mmm-yyyy)
Prepared by:
QAG Team
28-12-19
Reviewed by:
Sankar
29-12-19
Approved by:
Selvakumar
29-12-19
Change Log
Document
Version
Date of
Change
Section
A/M/D
Brief description of change
Reviewed by
1.0
10-08-19
A
A
In alignment with new
standard
QAG Team
1.1
29-12-19
A
A
Reviewed
Linda
1.2
29-12-20
Reviewed
Linda
1.3
29-12-21
Reviewed
Linda
Confidentiality Agreement
This document is copyrighted and all rights are reserved. This document may not, in whole or in
part, be copied, photocopied, reproduced, translated, or reduced to any electronic medium or
machine-readable form without prior consent, in writing, from an authorized representative of
Information Dynamics. This document is for internal use only and may, in whole or in part, be
Document Name
Doc. ID
PRM/PUR
Process Manual for
Purchase
Version No
1.3
Date
29-12-2021
Reviewed and Approved By:
Selvakumar
Page 3 of 9
provided to anyone outside of Company, including customer, clients, or prospects after taking an
approval from an authorized representative of Information Dynamics.
Table of Contents
1. OBJECTIVE ...............................................................................................................4
2. PROCESS SCOPE.......................................................................................................4
3. PARTICIPANTS AND RESPONSIBILITIES ................................................................4
4. PROCESS DESCRIPTION ..........................................................................................4
4.1. LIST OF PROCEDURES .....................................................................................................4
5. PROCEDURES ...........................................................................................................5
5.1. PROCUREMENT & ISSUE OF HARDWARE...............................................................................5
5.2. PROCUREMENT & ISSUE OF SOFTWARE ...............................................................................6
5.3. PROCUREMENT & ISSUE OF CONSUMABLES...........................................................................7
5.4. VENDOR EVALUATION .....................................................................................................7
5.5. HIRING OF MACHINES ....................................................................................................8
6. RECORDS &
RETENTION
..........................................................................................9
7. ABBREVIATIONS & GLOSSARY ................................................................................9
Document Name
Doc. ID
PRM/PUR
Process Manual for
Purchase
Version No
1.3
Date
29-12-2021
Reviewed and Approved By:
Selvakumar
Page 4 of 9
1. Objective
The objective of this document is to elaborate the process followed for Purchase at Information
Dynamics.
The process ascertains that the purchased products meet the requirements of ID. It includes
products intended to be supplied to the customer with or without modifications, purchase of
hardware and software for ID’ own needs, procurement of services and procurement of
consumables and office supplies.
2. Process Scope
In scope: All projects, products, departments and functions at ID. Out
scope: None
3. Participants and Responsibilities
#
Participant
Responsibility
1.
Maintenance
Procurement and issue
of:
Hardware
Software
Consumables
2.
Department Heads
Planning for the above requirements
Obtaining requirements.
3
Librarian
Safe storage of Media
4
Infrastructure
Procurement and issue of office consumables.
5
Maintenance Dept
Vendor evaluation
6
Maintenance Dept
Vendor Rate Contract
4. Process Description
4.1. List of Procedures
i. Procurement & Issue of Hardware
ii. Procurement & Issue of Software
iii. Procurement & Issue of Consumables
Document Name
Doc. ID
PRM/PUR
Process Manual for
Purchase
Version No
1.3
Date
29-12-2021
Reviewed and Approved By:
Selvakumar
Page 5 of 9
iv. Vendor Evaluation
v. Rate Contract for Hiring of Machines
5. Procedures
5.1. Procurement & Issue of Hardware
Entry criteria
1
Requisition
Input
documents
1
Requisition
STEPS /
ACTIVITIES
#
Activity /
Task
TG
#
1
Any hardware requirement needs to be supported by a requisition by the indentor.
Nil
2
The Department Head must approve the requisition.
Nil
3
After evaluating the need, the item is delivered if it is available within the company.
Nil
4
If not available within the company, The vendors from the approved vendor list are
contacted.
Nil
5
Capex Approval Form is made by the Purchase officer and is approved by the
Director and VP if the amount is more than Rs. 15000.
Nil
6
A purchase order signed by D i r e c t o r / VP is placed on a manufacturer,
dealer or distributor for that hardware configuration.
1
7
On receipt of the hardware and after preliminary verification, the Maintenance
department completes the installation to the indentor. The indentor signoff and
closes the requisition.
Nil
8
If the hardware is found defective during installation and verification, it is returned
to the vendor for replacement with a covering letter/Email. The indentor will also be
informed about the same.
Nil
9
The hardware product is logged in a register maintained for that purpose, stored
by the Maintenance department.
Nil
10
Maintenance department sends the Invoice to the Accounts for payment.
Nil
TAILORING GUIDELINES / SPECIAL CONSIDERATIONS
TG #
Condition
Activity
1.1
Requisition is for hiring of machines
Rate Contract Values will be taken.
1.2
Requisition is for Purchase
Purchase order will be raised.
Outputs
#
Document / Template / Record
1
Requisition.
2
Comparison chart.
3
Purchase Order.
4
Hardware Register.
5
Enquiry.
6
Rate contract for hired machines
7
Quotation.
Exit Criteria
1
Closure of Requisition.
Document Name
Doc. ID
PRM/PUR
Process Manual for
Purchase
Version No
1.3
Date
29-12-2021
Reviewed and Approved By:
Selvakumar
Page 6 of 9
2
Closure of Purchase Order.
GUIDELINE MANUAL REFERENCE
Name
Nil
5.2. Procurement & Issue of Software
Entry criteria
1
Requisition
Input
documents
1
Requisition
STEPS /
ACTIVITIES
#
Activity /
Task
TG
#
1
Any software requirement needs to be supported by a requisition by the indentor.
Nil
2
Requisition must be approved.
1
3
Software purchase committee approves the purchase of software.
Nil
4
If not available within the company, Vendors from the approved vendor list are
contacted for obtaining a quotation
Nil
5
Capex Approval Form is made by the Purchase officer and is approved by the VP /
Director if the amount is more than Rs. 15000.
Nil
6
A purchase order signed by the VP / Director is placed on the selected vendor
Nil
7
On receipt of the software and after preliminary verification, the Maintenance
department completes the installation and the indentor is informed about the same
Nil
8
If the software is found defective during installation and verification, it is returned
to the vendor for replacement with a covering letter/Email. The indentor will also be
informed about the same.
Nil
9
The software product is logged in a register maintained for that purpose, stored by
the Maintenance department.
Nil
10
Media is handed over to the librarian.
Nil
11
The Physical License Copy is kept with the Maintenance & Support team
Nil
TAILORING GUIDELINES / SPECIAL CONSIDERATIONS
TG #
Condition
Activity
1.1
Requisition is for evaluation
Approved by Department Head
1.2
Requisition is for software license below
2 lacs.
Approved by Department Head
1.3
Requisition is for software license above
2 lacs
Approved by VP / Director.
Outputs
#
Document / Template / Record
1
Requisition.
2
Comparison chart.
3
Purchase Order.
4
Software Register.
5
Enquiry.