2
Document Name
Doc. ID
PRM/PUR
Process Manual for
Purchase
Version No
1.4
Date
29-12-2022
Reviewed and Approved By:
Selvakumar
Page 1 of 9
Process Manual for Purchase – 1.4
2
Document Name
Doc. ID
PRM/PUR
Process Manual for
Purchase
Version No
1.4
Date
29-12-2022
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
1.4
29-12-22
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
2
Document Name
Doc. ID
PRM/PUR
Process Manual for
Purchase
Version No
1.4
Date
29-12-2022
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
2
Document Name
Doc. ID
PRM/PUR
Process Manual for
Purchase
Version No
1.4
Date
29-12-2022
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
2
Document Name
Doc. ID
PRM/PUR
Process Manual for
Purchase
Version No
1.4
Date
29-12-2022
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.
2
Document Name
Doc. ID
PRM/PUR
Process Manual for
Purchase
Version No
1.4
Date
29-12-2022
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.
2
Document Name
Doc. ID
PRM/PUR
Process Manual for
Purchase
Version No
1.4
Date
29-12-2022
Reviewed and Approved By:
Selvakumar
Page 7 of 9
6
Quotation.
Exit Criteria
1
Closure of Requisition.
2
Closure of Purchase Order.
GUIDELINE MANUAL REFERENCE
Name
Nil
5.3. Procurement & Issue of Consumables
Entry criteria
1
Requisition
2
Requirements based on monthly stock status.
Input
documents
1
Requisition
2
Stock register.
STEPS /
ACTIVITIES
#
Activity /
Task
TG
#
1
Consumables are procured by the Administration department, based on the average
monthly requirements obtained from the stock register.
Nil
2
Non-standard or special requirements, which may arise due to specific requisitions,
may be ordered on a need based.
Nil
3
For any new item to be purchased quotations are obtained from the vendors in the
approved vendor list.
Nil
4
Based on comparison of all the quotations received, a purchase order signed by the
VP / Director is placed on the vendor.
Nil
5
On delivery the material is inspected and issued as and when required.
Nil
6
If the material is found defective during inspection, it is returned to the seller for
replacement with a covering letter/Email.
Nil
7
The receipt & issue of material is logged in a stock register maintained for that
purpose.
Nil
TAILORING GUIDELINES / SPECIAL CONSIDERATIONS
TG #
Condition
Activity
Nil
Nil
Nil
Outputs
#
Document / Template / Record
1
Comparison chart.
2
Purchase Order.
3
Stock Register.
4
Enquiry.
5
Quotation.
Exit Criteria
1
Closure of Requisition.
2
Closure of Purchase Order.
GUIDELINE MANUAL REFERENCE
2
Document Name
Doc. ID
PRM/PUR
Process Manual for
Purchase
Version No
1.4
Date
29-12-2022
Reviewed and Approved By:
Selvakumar
Page 8 of 9
Name
Nil
5.4. Vendor Evaluation ( if purchse value is more than 100000/year)
Entry criteria
1
Vendors
Input
documents
1
Vendor Details.
STEPS /
ACTIVITIES
#
Activity /
Task
TG
#
1
Any new vendor will be asked to submit Details as per
Vendor Detail form
.
Nil
2
The vendors detail will include:
Name & address of the firm
Years in business.
Client List
Product Pricing
Installation, Support & Service details.
Nil
3
Vendor comparison will be carried out based on the above criteria.
Nil
4
After evaluating, the vendor will be added to the approved vendor List.
Nil
5
The Approved Vendor List will be kept with the Maintenance & Support Department.
Nil
6
The Approved Vendor List will be reviewed & evaluated every 12 months.
Nil
TAILORING GUIDELINES / SPECIAL CONSIDERATIONS
TG #
Condition
Activity
Outputs
#
Document / Template / Record
1
Vendor Details Form
2
Comparison chart.
3
Approved Vendor List.
Exit Criteria
1
Approval of Vendor.
GUIDELINE MANUAL REFERENCE
Name
Nil
6. Records & Retention
Name of Record
Responsibility for Retention
Period of Retention
2
Document Name
Doc. ID
PRM/PUR
Process Manual for
Purchase
Version No
1.4
Date
29-12-2022
Reviewed and Approved By:
Selvakumar
Page 9 of 9
Requisition
Maintenance Department –
Manager / Group Leader
1 year after closure
Comparison chart
Maintenance Department –
Manager / Group Leader
1 year after closure
Quotation
Infrastructure – Manager / Group
Leader
1 year after closure
Purchase Order
Maintenance Department –
Manager / Group Leader
Permanent
Hardware register
Maintenance Department –
Manager / Group Leader
Permanent
Stock Register
Maintenance Department –
Manager / Group Leader
Permanent
Vendor List
Maintenance Department –
Manager / Group Leader
Permanent
Rate Contracts
Maintenance Department –
Manager / Group Leader
Permanent
7. Abbreviations & Glossary
#
Term
Explanation
1
CAPEX
Capital Expenditure
2
ID
Information Dynamics
3
VP
Vice President
< End of Document
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