Doc.

No: FIT/QSP/06
QUALITY SYSTEM PROCEDURE Issue: B
(In accordance with ISO 9001:2015) Rev. No: 00
Date: 02-Mar-2016
PURCHASE PROCESS
Page 1 of 6

1.0 Purpose
The purpose of this procedure is to explain the activities involved in procurement of materials.
2.0 Scope
The scope of this procedure is to cover the purchasing activities related to purchase of consumables and Office
purposes.
3.0 Process : Purchase Process
3.1 Process Analysis:

Key figures / Process

Process Input Process Output Process Methods presentation Owner
Material requirement Purchase order and Cost reduction List of approved Purchase
plan Schedule Amendments Lead time reduction Supplier, In charge
Engineering release Monthly Supplier and Sub No line stoppages Supplier Rating
from development contractor rating Vendor rating
Purchase orders Sub-contractor Audit Premium freight
GRIR Report , Sub-contractor Minimum Stock
Supplier Mater rejection
Updation
Sub-contractor
Evaluation

3.2 Responsibility:
SL.NO. Activity Responsibility
1 Supplier control Purchase In charge / Quality in charge
2 Evaluation and selection of suppliers Purchase In charge / Quality in charge
3 Purchase planning Proprietor
4 Purchase orders-review and approval Proprietor
5 Purchase order-issue Purchase In charge

3 Procedure
a) Receiving Inspection:
The receiving inspection, described in the quality procedure FIT/QSP/09, monitoring and measurement, shall
ensure that purchased product conforms to specified purchase requirements and approved control plan.

b) Supplier Control:

 To Prepare Master List of Approved Suppliers /Sub Contractors in FIT/PUR/01 shall be maintained by the
Purchase in charge for all the suppliers / Sub contractors for monitoring their performance.
 Supplier / Sub-contractor Evaluation in FIT/PUR/02 by Quality In charge for new supplier and sub-Contractor

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 Doc. No: FIT/QSP/06
QUALITY SYSTEM PROCEDURE Issue: B
(In accordance with ISO 9001:2015) Rev. No: 00
Date: 02-Mar-2016
PURCHASE PROCESS
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 Supplier Performance rating shall be carried out by the purchase in charge for each item of the suppliers and
recorded in FIT/PUR/03.
 The vendor ratings shall be intimated to the suppliers through a letter by the Purchase in charge.
 If the Supplier performance rating is less than 80%, the supplier is advised through a letter, to improve.
 If the rating is less than 80%, the supplier shall be removed fro Approved Suppliers / Sub contractors List
 The inspectors (or) Quality in charge shall visit the supplier’s premises as per schedule prepared by Quality in
charge and approval by Manager Operation to verify the process and the quality control system and assist in
interpretation of the drawings. He will audit the quality control system of the supplier, using the format
FIT/PUR/02 and hand over one copy of it to the supplier advising him to improve in the specific unsatisfactory
areas.
 The special processes of the sub contractor shall be audited in site when the operation is performed and
qualified, once in a year and Sub contracting activities will be controlled as per Quality plan
C) Evaluation of Suppliers (For Part Manufacture):
 Suppliers are evaluated and selected on the basis of their ability to meet the requirements that purchased
products conform to specified requirements.
 The following methods are used for evaluation and selection of suppliers :
 The supplier is evaluated for the infrastructure facilities and quality control system, using the supplier
assessment format, FIT/PUR/02 and or Suppliers past performance.
 The Purchase In charge identifies a supplier source for the requirements of product manufacture and assigns
the evaluation to the quality in charge.
 The evaluation is reviewed by the Purchase In charge and if acceptable a sample order shall be issued by the
manager-operations. The appropriate drawings, control plan specifications, required volumes and tentative
schedules shall be sent along with the sample order. If the supplier is not acceptable, as a result of the review, a
regret letter shall be sent.
 The supplier shall develop the process, carry out a trial production and submit 5 samples along with an
inspection report.
 The supplier’s samples shall be inspected by the quality inspector(FIT/QC/01) for all dimensions and
characteristics specified in the drawing and specifications are recorded. The inspection reports shall be
reviewed by the manager operation and approved and if rejected the supplier shall be intimated and asked to
improve the process and resubmit samples of subsequent of trial production.
 After sample approval, a trial-order or bulk production will be issued and accepted after inspection, the supplier
shall be recommended by the Purchase In charge in Purchase Procedure. For inclusion in the approved list of
suppliers.
D) Evaluation and Selection of Suppliers of Standard Items:

 For standard items like tools, spares, gauges and consumables and raw materials the evaluation will be by
brand names and usage and can be purchased from any outlet.

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 Doc. No: FIT/QSP/06
QUALITY SYSTEM PROCEDURE Issue: B
(In accordance with ISO 9001:2015) Rev. No: 00
Date: 02-Mar-2016
PURCHASE PROCESS
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 After verification of sample purchases by the quality in charge, they will be recommended by the Purchase In
charge in FIT/PUR/02 for inclusion in the approved list of suppliers.
 The existing suppliers of standard items are recommended and included in the list of approved suppliers of
standard items based on the past performance.

E) Evaluation and Selection of Suppliers for Services:

 Suppliers for services of calibration, maintenance and chemical and metallurgical testing shall be identified,
evaluated and selected on the basis of the following :
 Third party certification for the scope of the service under consideration for calibration and chemical and
metallurgical testing.
 Suppliers record of performance for maintenance services.
 They will be recommended by the Purchase In charge in FIT/PUR/02 for inclusion in the approved list of
suppliers for services, and on approval by the Proprietor, the supplier will be included in the approved list.

F) Approved List of Suppliers :

 The approved list of suppliers shall be maintained by the Purchase In charge and updated for inclusion/deletion
of suppliers.
 All the purchase orders for product processing, materials and services shall be placed only on the suppliers in
the approved list
G) Emergency Purchasing :

 Emergency purchase order can be placed on a supplier not in the approved list of suppliers in emergency
situations on authorisation by the manager operation. It shall be rectified through verification/inspection by the
quality in charge as applicable as per para c, d, or e above.
H) Re - Evaluation:

 All the suppliers in the approved list shall be re evaluated once in 3 years and re approved.

PURCHASING INFORMATION:

a)Purchase Planning:
Purchase orders for raw materials and for processing shall be based on the following :
I. Monthly production schedule.
II. Lead time requirements.
III. Stock available (material, work in progress and finished products).
IV. Buffer quantity of finished products required.
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 Doc. No: FIT/QSP/06
QUALITY SYSTEM PROCEDURE Issue: B
(In accordance with ISO 9001:2015) Rev. No: 00
Date: 02-Mar-2016
PURCHASE PROCESS
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Purchase planning shall be done at the last week of the month.

b) Purchase Order :
 Purchase order shall be raised for raw material by the purchase in charge, based on the purchase planning
review by the manager- operations.
 The purchase order shall contain item description, specification, acceptance criteria, quality requirements,
quantity apart from commercial terms and conditions.
 In case of special processes, the purchase order shall require the supplier to submit the qualification sheet of
the process along with each lot of the products.
 The purchase order shall be reviewed for adequacy by Proprietor approved.
 The purchase order shall be released by the manager-operations. A monthly schedule shall be released and
followed up for ON-TIME delivery.
 Purchase indents, in FIT/PUR/03 shall be raised by the purchase in charge purchase of consumable materials,
tools, gauges and spares on requisition from the functional heads and approved by the manager operation.
Consumables will be directly purchased based on the indents. Purchase orders shall be raised and approved
for tools, gauges and spares and processed.
c) Out Sourcing :
 At the time of introduction of a new product a new supplier for carrying out any manufacturing operation, the
part drawing, or the control plan which includes a sketch and other relevant data shall be provided.
 The samples shall be inspected and approved as per the procedure.
 The heat treatment and plating processes of the supplier shall be validated as procedure.
 A purchase planning for out sourcing shall be done for every month, based on production planning; it will
indicate the Raw Material suppliers and their schedules. This will be done by Purchase In charge.
 Purchase orders shall be released to all the out sourced suppliers.
 Monthly schedules, based on monthly production planning shall be released to the out sourced supplier. The
schedules shall indicate the qty and delivery dates/weeks.
 The purchase orders and schedules shall be reviewed and approved by Proprietor.
 The purchase order / schedule shall contain item description, part no., and operation specification as per the
control plan, acceptance criteria etc as appropriate apart from commercial terms and conditions.
 If there is any change / amendment in the production plan, the monthly schedules shall be appropriately
amended as necessary and communicated by the purchase assistant to the supplier for compliance.
 Any change in the specification in the quality characteristics as required by the customer shall be
communicated by the proprietor to the supplier along with the amended drawing or control plan and the cutoff
date. The quality in charge shall follow up the implementation. The samples shall be inspected and approved by
the quality in charge. The superseded drawing or control plan shall be stamped as ‘obsolete’ and filed in the
‘obsolete’ file.
 All outsourcing activities will controlled as per Quality plan and the quality plan will be submitted by the Sub
contractor
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 Doc. No: FIT/QSP/06
QUALITY SYSTEM PROCEDURE Issue: B
(In accordance with ISO 9001:2015) Rev. No: 00
Date: 02-Mar-2016
PURCHASE PROCESS
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 The sub contractor performance will be monitored by the way of rejection and re-work M/s 4I TECHNOLOGIES
will take appropriate action against the sub-contractor performance
d) Verification of Purchase Product :
 The purchased product shall be inspected or verified for conformance to specifications in accordance with the
quality procedure.
 Where 4I TECHNOLOGIES or its customer intends to perform verification at the supplier’s premises, the
purchase order shall state the intended verification arrangements and the method of product release.
6.0 Records

Sl. Authorizing Custodian of Retention

Name of the Record Format No
No Personnel record Time
Master List of Approved Suppliers / Purchase In
1 FIT/PUR/01 Proprietor Continues
Sub contractors charge
Supplier / Sub contractors Purchase In
2 FIT/PUR/02 Proprietor 3 years
Evaluation charge
Purchase In Purchase In
3 Purchase Indent FIT/PUR/03 3 years
charge charge
Supplier / sub contractor Purchase In
4 FIT/PUR/04 Proprietor 3 years
Performance Rating charge
Purchase In
5 Purchase Order FIT/PUR/05 Proprietor 3 years
charge
Goods Inward Inspection report Purchase In
6 FIT/QC/01 Proprietor 3 years
(GIIR) charge
7.0 Changes

Required changes of this Procedure have to be directed in writing to the Proprietor of this Procedure. Such change
requests will be discussed within the team and in case of improvement implemented into the Procedure. The
changes have to be described in the revision sheet. Responsible for documentation and change of the Procedure
on the sheet “Revision” is the Proprietor.

8.0 Distribution
After release by the proprietor this Quality System Procedure will be released with controlled copy to related
department as per the Document Issue Control Register (FIT/MP/05).
9.0 Revisions

Sl:No Revision Date Description of change

1 00 02.03.2016 ISO 9001:2015 Requirements

Revisions authorized by:

Prepared:
_____________________________ ____________________________

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 Doc. No: FIT/QSP/06
QUALITY SYSTEM PROCEDURE Issue: B
(In accordance with ISO 9001:2015) Rev. No: 00
Date: 02-Mar-2016
PURCHASE PROCESS
Page 6 of 6

Date PROPRIETOR

Approved:
___________________________ _____________________________
Date PROPRIETOR

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