[pc-pvt-content allow=”21,22,23,34,35,11,12,13,27,28,29,18,19,20,15,16,17,32,33,30,31″]
I. OBJECTIVE
1. To observe and promote a systematic requisition process
II. DEFINITION OF TERMS
(Not Applicable)
III. GENERAL POLICIES
Purchasing Requisition System
1. Requestor shall request the needed items, materials or services by accomplishing Requisition Slip (for various departments), or making Purchase Request via Quorus System (for Commissary and Warehouse):
a. Requisition Slip (RS)
Fill out the necessary details such as complete Item description, Date needed, QTY (quantity), UOM (Unit of Measure) and Remarks column, for additional specifications and purpose.
*Requestor shall verify and confirm first the stock on hand (SOH) of the requested item to the Personnel in-charge of the item
b. Purchase Request
For requestors who prepare Purchase Request (PR) in the Quorus Program, fill out the remarks for SOH and other necessary concerns regarding the requested items.
2. Requestor shall forward the RS form to the CEO or COO for approval. For the PR, an Authorized Approver shall check the request before giving the go signal.
a. In the absence of the CEO or COO, their approval through text or call must be noted on RS form.
b. NO RS/PR, NO Puchase Order (PO) Policy ; NO approval of RS/PR, NO Process Policy.
3. Request of raw materials amounting to P10,000.00 or less may be approved by the Authorized Approver, while raw materials amounting to more than P10,000.00 shall only be approved by the CEO. Request of new items or non-regular items shall only be approved by the CEO.
4. Requestor shall forward the complete and approved RS form (for office-based employees) or email the posted PR (for warehouse/production employees) to the Purchasing Department.
a. Incomplete RS/PR shall be returned to the Requestor. The RS shall be marked with RETURNED stamp, affixed with signature, date and time.
b. All confirmation and clarification of the requested materials shall be made before the PO preparation.
5. Cut-off time of receiving of RS/PR shall be at exactly 3:00pm, subject for preparation of PO. All PR/RS received beyond the cut-off time shall be dated and processed on the following day.
6. Requests must be made at least 5 days before date needed or required.
7. For Warehouse requests, if the “Date Needed” needs to be adjusted, such has to be communicated at least three (3) days prior to the original date.
8. In cases of emergency order that could affect production or other activities, requestor must seek the approval of CEO or COO and coordinate with Purchaser for priority or rush order.
IV. PROCEDURE FLOWCHART
Flowchart Title
Requisition of Items
V. REFERENCE/INTERFACE PROCESS
Document Title
(Not Applicable)
VI. FORMS AND RECORDS
Form Title
1. Requisition Slip (RS)
[/pc-pvt-content]
