The following document templates (tool kits) are provided totally complimentary, free of charge to use as a starting point for Procurement and Store. As each business is different, additional documents or revisions would be required to meet your organization’s specific needs, requirements, context, risk profile, etc. If after reading through all of these documents, you feel like you still need a consulting partner to help you develop your new documents – Contact Us. We’re always looking for interesting new clients and projects.
1.0 Purchase Order
| Purchase Order | |||||||||||
| Purchase Order/Req No: | Ref No: | Material Req No: | Date: | ||||||||
| Vendor Details: | FAX No: | Delivery Terms: | Payment Terms : | ||||||||
| Item No. | Description | Grade/Brand | Stock Status | Cost No. | Unit | QTY | Unit Price | Total | |||
| 1 | – | ||||||||||
| 2 | – | ||||||||||
| 3 | – | ||||||||||
| 4 | – | ||||||||||
| 5 | – | ||||||||||
| 6 | – | ||||||||||
| 7 | – | ||||||||||
| 8 | – | ||||||||||
| 9 | – | ||||||||||
| 10 | – | ||||||||||
| General Terms of Supply : Refer general terms and conditions of purchase .Other specific requirements : Applicable / Not Applicable , (If applicable See PO Annex-1) | Currency: | Sub Total | – | ||||||||
| Discount 0% : | – | ||||||||||
| G.Total | – | ||||||||||
| Copy store: | |||||||||||
| Prepared By: Signature : Date : | Reviewed By : Signature : Date : | Reviewed By : Signature : Date : | Authorized By Signature : Date : | ||||||||
| Iss.No./Date:xx/xx.xx.xxxx Rev.No/Rev.Date:xx/xx.xx.xxxx | |||||||||||
1a) Purchase order Annex
| Item No | Purchase order Annex | ||||||||
| PO Annex: | PO No | Rev. # | |||||||
| Technical Delivery Conditions | Inspection Type (See Note 1) | Qualification Req. (See Note 2) | QMS Req. | Packaging & Delivery | Legal or other Req. (if any) (See Note 3) | ||||
| 1 | |||||||||
| Special Instruction (if any): | |||||||||
| Prepared By : Signature : Date | Reviewed By : Signature : Date | Reviewed By : Signature : Date | Authorized By : Signature : Date | ||||||
| Note: 1. Inspection Type: Third Party Inspection; Client Inpection; Client Appointed TPI; Inspection; Vendor/Supplier Inspection 2. Qualification Requirement: Approved Manufacturer (Eg. Customer approved manufacturer, Self approvals, etc.); Personal Qualification (Eg. NDE Technician, welder/welding machine operator, etc.); Equipment Qualification (Calibration, accuracy requirements, type, etc.); Procedure Qualification (Eg. WPS, NDE Pro, etc.) ; Process Qualification (Eg. Welding) 3.Legal or other requirement: Certificate (Eg. Certificate of origin, proof of non radioactive, Certificate of Conformity, etc.) | |||||||||
| Iss.No./Date: xx/xx.xx.xxxx Rev.No/Rev.Date: xx/xx.xx.xxxx | |||||||||
2. Price Comparison Sheet
| Description | Vendor / Unit | Qty | 1. | 2. | 3. | 4. | ||||
| U.Price | Total | U.Price | Total | U.Price | Total | U.Price | Total | |||
| Extended Amt . | ||||||||||
| Price Selected based on : | Quality: | Single | Authorize | Payment | Others: | |||||
3. Supplier Evaluation Form
4. Vendor Rating
| APPROVED VENDOR – | ||||||||||
| Name of supplier | Quality | Ach_Score-1` | Commercial | Ach_Score-2 | Grade | Total | Retain | Delete | Remarks | |
| Iss.No./Date: xx/xx.xx.xxxx Rev.No/Rev.Date:xx/xx.xx.xxxx APPROVED VENDOR LIST | ||||||||||
5. Master Procurement Register
| Total Average = | |||||||||||||||||
| PO . NO | PO Date | MR . NO | MR Date | Supplier | Item | Job | Curr | Amount | Payment Type | PO Expected delivery in Days (a) | Actual delivery date (b) | Diff b/w PO Date & Act Date ( C) | Diff (d = a-c) | Diff in % (e = a/d) | 100% as expected delivery | Actual Delta % | Average Performace % |
6. Supplier Registration form
Please fill in this questionnaire in order to register. Information given in this questionnaire will be handled confidentially. Please attach all other documents requested in the questionnaire.
a.NAME OF COMPANY: ……………………………………………………………….
MAILING ADDRESS: …………………………………………………………………
..………………………………………………………………………………………….
COUNTRY: …………………………………………………………………………………
CONTACT PERSON(S): ……………………………………………………………..
TELEPHONE: ………………………………………………………….…………………
FAX: ………………………….E-mail: …………………………….………………….
WEBSITE: …………………………………………………………………….….
b. TYPE OF ORGANISATION (Please check)
Individual Partnership Non-Profit Organization
Private Limited Liability Company Public Limited Liability Company
……………………………….………………………………………………………….
Year Established:……….…….
Please attach copy of registration certificate
c. TYPE OF BUSINESS (Please check)
Manufacturing Construction Trading Consultancy
Service Provider (e.g. transport, warehousing, quality control, etc.)
……………………………………………………………………………………………
Please describe your company’s major business activity: ………………………….
…………………………………………………………………………………………….
……………………………………………………………………………………………………..
……………………………………………………………………………………………………..
Please indicate the main commodities/services your company offers:…………
……………………………………………………………………………………………
……………………………………………………………………………………………
…………………………………………………………………………………………….
d. SIZE OF BUSINESS (Please provide a copy of your latest audited financial statements)
Turnover (last financial year) Ended: __/__/__ US$________________
Annual Reports from last three years.
No. of Employees: ……………..……….. No. of Branches: ……….………….
No. of International Offices: …………………………………………………….…
Location of Factories: ……………… No. of Warehouses: ……………………….
e.AFFILIATED/HOLDING/SUBSIDIARY COMPANIES
| Name | Address | Nature of Affiliation |
Please attach an organisation chart
f. PERSONS AUTHORISED TO SIGN BIDS, OFFERS AND CONTRACTS
| Name | Position | Telephone / Fax |
g. BANKING INFORMATION
Name: ………………………………………………………………………………………..
Address:………………………………………………………………………………….……
Account Number: ………………………………. SWIFT Code: ……………………….
IBAN: …………………………………………………….
h. NAMES OF OFFICERS, OWNERS OR PARTNERS
Owner(s):
Chief Executive Officer:
Chief Financial Officer:
i. QUALITY ASSURANCE (Please attach any certificates or documents which denote quality assurance)
Name and Title:…………………………………………………………………
Signature:………………………..……………. Date: …………………………
7.0 Vendor Appraisal Form – Critical Suppliers
| Questionnaire for Vendor Evaluation of Supplier/Service Provider/Manufacturers. Please fill in bold letters only. Enclosures may be used wherever the space is inadequate. | ||||||
| I. GENERAL : | ||||||
| Registered Name of the Organization | ||||||
| Category of Industry | ||||||
| Whether sole Proprietorship or Partnership or Limited Company etc. | ||||||
| Name of Executive to be contacted | ||||||
| Office Address Telephone Nos. (Including STD/ISD Code Fax No. (Including STD/ISD Codes) E-mail Address | ||||||
| Factory / Works Address Telephone Nos. (Including STD/ISD Codes) Fax No. (Including STD/ISD Codes) E-mail Address | ||||||
| Factory / Works Area (in Square Feet) | ||||||
| Office Area (in Square Feet) | ||||||
| Year of Establishment | ||||||
| Year of Starting Manufacturing | ||||||
| List of main products/ Services/ manufactured with details of specification, range and sizes and products offered. (Add pages if required) | ||||||
| Enclose your Product Catalogue | ||||||
| Is there any Foreign Collaboration? | ||||||
| Technical Collaboration | ||||||
| Financial Collaboration | ||||||
| Names of few large and prominent customers and the items and values of the supplies made in the last three years. | ||||||
| State details if your products are also exported | ||||||
| II. PERSONNEL EMPLOYED CURRENTLY : | ||||||
| Management | ||||||
| Design | ||||||
| Production | ||||||
| Quality Control | ||||||
| Marketing | ||||||
| Total | ||||||
| III. PRODUCTION FACILITIES : | ||||||
| Details of Plant and Machinery and Equipment available at your works : | ||||||
| Sr. No. | Description of Plant & Machinery | Size / Capacity | No. of Machines | Date of Installation | Make / Brand | |
| See attached brochure | ||||||
| V. QUALITY ASSURANCE: | ||||||
| Is there a Quality Manual | ||||||
| Is there Inwards Goods Inspection? If yes, state details of instruments and equipment’s a available | ||||||
| If in – house facility is not available state the alternative provided | ||||||
| VI. QUALITY CONTROL: | ||||||
| VI. DETAILS OF PRODUCT UNDER AUDIT : | ||||||
| VI.1. Description of product (s) : | ||||||
| VI.2. Names of Consultants and Users who have approved you. | ||||||
| VI.3. Have your products been tested by independent testing agencies? If yes, state details / attach certificates / test results. | ||||||
| VI.4. Have you been certified for ISO 9001 or are you in process of initiating the same: Yes | ||||||
| VII. PRODUCTION INFORMATION OF THE PART / ITEM CONCERNED : | ||||||
| VII.1. Flow chart of the process with inspection points. | ||||||
| VII.2. How is traceability maintained in the production line? | ||||||
| VII.3. Which documents/standards are used for production and product assurance inspection stages? | ||||||
| VII.4. How is the rejected parts identified? What procedure is followed to ensure rejected parts are not used / shipped? | ||||||
| VII.5. Does the manufacturer take periodic samples of finished product for analysis? | ||||||
| VII.6. How is parts stored on completion of production? | ||||||
| VII.7. How is stored parts identified? Is there specific storage conditions? | ||||||
| VII. 8. What final documents are provided with the supply? Like MTCs, User Manual etc | ||||||
| VII. INSPECTION SYSTEMS USED BY THE MANUFACTURER : | ||||||
| VII.1 CONTROL OF SUPPLIERS | ||||||
| VII.1.1. How do you evaluate / qualify / assess / register your suppliers? | ||||||
| VII.1.2. How is Purchase Orders on outside suppliers controlled to ensure incorporation of all authorized technical and quality clauses. | ||||||
| VII.2. CONTROL OF RAW MATERIALS : | ||||||
| VII.2.1. Are Specifications / Drawings used for all raw materials? | ||||||
| VII.2.1. Are Certificates supplied with delivered raw materials? | ||||||
| VII.2.3. How can raw material is traced to certificate supplied? | ||||||
| VII.2.4. Are periodic Chemical, Physical tests performed to check conformance to requirements? How often are these tests performed? | ||||||
| VII.2.5. How do you identify / isolate raw materials which may have exceeded their shelf life. | ||||||
| VIII. Are the organization or its customer intends to perform verification at the supplier premises? | ||||||
| REMARKS AND COMMENTS : (FOR OFFICE USE ONLY) __________________________________________________________________________________ ________________________________________________________________________________ __________________________________________________________________________________ | ||||||
For Trading/ Manufacturer/Local Supplier Co,
Signature & Date :
Name :
Designation :
8. Supplier Audit Checklist
| RECORD NO: | ASSESSMENT DATE: | ||
| SUPPLIER NO: NAME OF SUB-CONTRACTOR/SUPPLIER: ADDRESS: RESPONSIBILITY FOR QHSE SYSTEM: NAME: DESIGNATION: C : Comply, NC: Not Comply, NA: Not Applicable | |||
| S. NO. | DESCRIPTION | STATUS | |
| C / NC/ NA | |||
| 1 | Availability of documented Quality manual | ||
| 2 | System and practice of tender review / contract review | ||
| 3 | System for controlling of customer supplied product | ||
| 4 | System for product identification and traceability | ||
| 5 | Documented Quality plan | ||
| 6 | Availability of inspection & test records | ||
| 7 | System and practice of in-process inspection & testing | ||
| 8 | Availability of sufficient inspection & test equipments | ||
| 9 | Availability of trained Quality Control personnels | ||
| 10 | Availability of Qualified Welders / Fitters | ||
| 11 | Designated storage area | ||
| 12 | Storage and handling system | ||
| 13 | System for control of nonconformance and corrective action | ||
| 14 | Capability to read and understand the technical specification | ||
| 15 | Knowledge in understanding of International Codes, Stds and HSE requirements | ||
| 16 | Usage of PPE and relevant safety equipment | ||
| 17 | First aid, fire fighting, DDC / other relevant trainings | ||
| 18 | Periodic audit / performance review of QHSE management system | ||
| 19 | Basic HSE and operational control | ||
| 20 | Tool box talk / other safety meetings | ||
| Report by assessing officials | ||
| Auditor | Supplier Representative | M.R |
| Name, Sign & Date | Name, Sign & Date | Name, Sign & Date |
| Iss.No./Date: xx / xx.xx.xxxx Rev.No/Rev.Date:xx / xx.xx.xxxx | ||
9. Audit Evaluation Schedule
| # | Supplier ID | Supplier Name | Category | Last Evaluation | Evaluation Results / Grade | Next Due | Actual Date of Evaluation | |
| Start | End | |||||||
| Prepared By | Reviewed By | Approved By | ||||||
| Name, Sign & Date | Name, Sign & Date | Name, Sign & Date | ||||||
| Iss.No./Rev. No : xx/xx Date: xx/xx/xxxx | ||||||||
10. Technical Delivery Conditions
| SL No | Description | Requirements |
| 1 | Material Type | |
| 2 | Manufacturing Process Requirements | |
| 3 | Specifications | |
| 4 | Standards / Internationally Acceptable | |
| 5 | Delivery Conditions | |
| 6 | Acceptable Tolerances in Size / Quantity | |
| 7 | Special Characteristics requirements | |
| 8 | Value added requirements – Material & Services | |
| 9 | Product analysis | |
| 10 | Testing / Inspections | |
| 11 | Certifications | |
| 12 | Packing/ Packing Instructions | |
| 13 | Special Requirements NOTE |
11. EVALUATION : SUPPLIER’S CONTROL ON THEIR SUPPLY CHAIN
12 SUPPLIER EVALUATION / RE-EVALUATION ASSESSMENT RECORD
a. Supplier evaluation / re-evaluation criteria
| SL No | Assessment/ extent of control | Control implied / Feedback |
| 1 | Supplier QMS confirms to Quality System requirement . QMS of the supplier Supplier Audit Verifying the QMS requirements with suppliers | |
| 2 | Type and extent of controls applied by the supplier in their SC | |
| 3 | First off inspection in case of manufacturing (QC/TPI) | |
| 4 | Ability to meet (Proprietary, Legal, Contractual) requirements | |
| 5 | Third Party Inspection – Auditing by TPI Agency (Stage Inspection) | |
| 6 | Assessment of product/service upon receipt or completion |
b) Risk Assessment
| # | CONCERN | % ASSOCIATED RISK | % IMPACT ON PRODUCT | |
| 1 | Limitation (Proprietary, Legal, or other) | Limitations for the specific product range | 30 | 5 |
| Laboratory cannot meet the manufacturers accuracy | 70 | 80 | ||
| Laboratory cannot provide repair/rectification service | 30 | 5 | ||
| 2 | Product / Service Quality | Non-conformities on the product / service | 80 | 70 |
| Non availability of the master equipment | 50 | 10 | ||
| Correction in the documentation | 20 | 10 | ||
| Not meeting the specified requirements | 80 | 80 | ||
| 3 | Cost on rejection | Supplied non-conforming product / service | 70 | 70 |
13. Request for Quote
Date : Fax No. :
Attn :
To :
Subject : Request for Quote
Our Ref No. : MR #
Dear Sir,
Kindly send us the best and lowest prices for the items as per below as early as
possible.
| Sl. No. | Description | Unit | Qty. |
General Terms and Condition of
Purchase:
(1) The items should be exactly as per our requirement. Any deviation should be informed while quoting. (2) Price-Ex-our stores. (3) Local Supplier to Quote within one working day. (4) Batch/Material Test Certificate is a must where ever applicable.
With regards,
Procurement In Charge
14.Material Receiving Inspection Report
| Location of supplier: | W.O / J.O No.: | Date: | MRIR No.: |
| Supplier Code | Supplier Name & Address | Supplier DO Ref.# | PO Ref.# |
| MATERIALS DETAILS | |||||||||
| Sl. No | Part / Item Number | Part / Item Description | Quantity | Details to be Verified / Inspected | Results of Verification / inspection | Remarks | |||
| As per PO | As per Supplier DO | Accep. | Rej. | ||||||
| Received & Verified By (Store Keeper) | Inspected By (QA/QC Engineer) | Approved By (Machine Shop Manager) |
| (Name, Sign & Date) | (Name, Sign & Date) | (Name, Sign & Date) |
Iss.No./Date: xx/xx.xx.xxxx Rev. No/ Rev. Date: xx/xx.xx.xxx
15. Welding Consumable Withdrawal Slip
| Date: | Welder No. | ||||
| Sl.No. | Description | Quantity | Job. No. | Quantity Returned | |
| Required | Issued | ||||
| Approved By Signature Date Issued By Signature Date | |||||
16. Consumable /Tools Issue Record
| Job Number : | ||||||
| Client : | ||||||
| Ref (if any): | ||||||
| S.NO | Date | Item Code | Item | Qty | Name | Sign |
| Requested By : | Issued by | |||||
| Iss.No./Date: xx/xx.xx.xxxx Rev. No/ Rev. Date: xx/xx.xx.xxx | ||||||
17. Consumables/Tools Return Record
| S.NO | Date | Item | Qty | Name | Sign |
| Foreman : | |||||
| Iss.No./Date: xx/xx.xx.xxxx Rev.No/Rev.Date:xx/xx.xx.xxxx | |||||
18. Material Receiving / Withdrawal Register
| S.NO | P.O.No. | Description | Unit | Qty | Supplier | Date Delivered | Qty Received | Date Received | Balance |
| Prepared By: | |||||||||
| Iss.No./Date: xx/xx.xx.xxxx Rev.No/Rev.Date:xx/xx.xx.xxxx | |||||||||
19.Customer Property in Register
| S.NO | Description | Client | Job /SVR# | D/Note # | Date | Time |
| Notes: | ||||||
| 1 Upon receiving on any equipment, this form must be filled in with SRV#. 2 Security Guard must must record in all details and provide a copy of this form to the Account and concerned every Sunday of the week Prepared By: | ||||||
| Iss.No./Date: xx/xx.xx.xxxx Rev.No/Rev.Date:xx/xx.xx.xxxx | ||||||
20.Customer Property out Register
| S.NO | Description | Client | JOB/SRV# | P.O # | Invoice # | D/Note # | Date | Time |
| Notes: | ||||||||
| Upon releasing any job, this form must be filled in with P.O/Invoice#. Security Guard must must record in all details and provide a copy of this form to the Account and concerned every Sunday of the week Prepared By: | ||||||||
| Iss.No./Date: xx/xx.xx.xxxx Rev.No/Rev.Date:xx/xx.xx.xxxx | ||||||||
21. Stores – Assessment form
| Date & Month: | |||||||||||
| Product Specification | Size | Stock code | Quantity | SRV No. | BATCH No | EXP DATE | Checked / Verified | ||||
| Quantity Available | Certificate / MSMD | Storage Condition | Physical Condition | Remark | |||||||
| NDE | |||||||||||
| WELDING | |||||||||||
| ELETCRODE | |||||||||||
| Filler rod & Coil | |||||||||||
| Flux | |||||||||||
| PAINTS | |||||||||||
| Oil and Grease | |||||||||||
| PPE’ s | |||||||||||
| Others | |||||||||||
| Note: All items to be assessed as per parameters defined in the ML | |||||||||||
| Assessed by: | Approved By: | ||||||||||
| Sign & Date | Sign & Date | ||||||||||
| Iss.No./Date: xx/xx.xx.xxxx | |||||||||||
| Rev.No/Rev.Date:xx/xx.xx.xxxx | |||||||||||
22. Personal Protection Equipment Issue record
| S.NO | Date | Details of PPE Issued | Qty | Name | Remark | Sign |
