Title: Purchasing Procedure Page: 30
Author: Fercian E. Cruz Effective date: March 1, 2020 Revision: 1.0
1. Objective
Step by step procedure and guidelines for the Purchasing Department in handling, buying
and storing materials, tools and equipments.
2. Scope
This procedure applies to ChengTech Corporation employees as follows:
Engg.Gerry P. Manimtim - Production Manager
Fercian e. Cruz - Purchaser
Roel S. Dela Cruz - Assistant Purchaser
Ruby Rose V. De Guzman - Tool Keeper
3. Purchasing
3.1 Materials
3.1.1. Material Request to Purchase (MRTP) to be accomplished by Manual Lead man
or Production Manager with affix signature and will be forwarded to Purchasing
Department together with a copy of Purchase Order Form.
3.1.2. Every MRTP should have the following signatories before proceeding in buying
the requested materials.
a. Prepared by – Manual Lead man
b. Check by - Purchaser
c. Approved by – GPM / CACC/ JNC
3.1.3. MRTP will be filed as per customer for easy filling and retrievals.
3.1.4. MRTP should be completely filled out the following details:
a. MRTP Control number
b. Prepared by “must be signed”
c. Checked by “must be signed”
d. Approved by “must be SIGNED”
e. Date
f. Customer
g. Supplier
h. P.O number
i. Project name / part number
j. Type of materials
k. Status “new or replacement”
l. Size
Title: Purchasing Procedure Page: 30
Author: Fercian E. Cruz Effective date: March 1, 2020 Revision: 1.0
m. Quantity
n. Unit price
o. Date of purchased
3.1.5. MRTP should have 3 copies 1 for the requestor, 1 for HR, 1 for the purchaser
3.1.6. Only GPM, CACC or JNC has the authority to request urgent materials to be
purchased even if it is not listed on MRTP.
3.2. Supplies
3.2.2. Supplies Request to Purchased (SRTP) to be accomplished by Tool Keeper or
Production Manager with affix signature and will be forwarded to Purchasing
Department with supply requisition slip attached (available at the tool room)
3.2.2. Every SRTP should have the following signatories before proceeding in buying
the requested tools.
a. Prepared by – Tool Keeper
b. Checked by – Purchaser
c. Approved by – GPM / CACC / JNC
3.2.3. SRTP will be filed as per SRTP number for easy filling and retrievals]
3.2.4. SRTP should be completely filled out the following details:
a. SRTP control number
b. Prepared by “must be signed”
c. Checked by “must be singed”
d. Approved by “must be signed”
e. Requested by “must be signed”
f. Date
g. Supplier
h. Item description
i. Supplies
j. Quantity
k. Unit price
l. Date purchased
3.2.5. SRTP should have two (2) copies one (1) for HR and one (1) for purchaser
3.2.6. Supplies include tools, medical, office, machine parts. PPE’S, uniforms,
electrical, service vehicle parts, measuring instruments, hygiene chemicals, etc.
3.2.7 Only GPM, CACC or JNC has the authority to request urgent supplies to be
purchased even if it is not listed on SRTP.
Title: Purchasing Procedure Page: 30
Author: Fercian E. Cruz Effective date: March 1, 2020 Revision: 1.0
4. Handling
4.1. In / Out of Materials and Supplies
4.1.1. First in / First out (FIFO) policy should always be observed on all tools, materials
and supplies
4.1.2. Newly purchased materials “as per cut size” are endorse as soon as possible to
the requestor then the MRTP will be signed and the date receive will filled out, a
copy should be given to requestor and HR Manager as well as the copy for the
Purchasing Department for filling.
4.1.3. Newly purchased materials “as a whole or uncut” are endorse to requestor with
the received by and date received of MRTP are not been filled up and will only be
filled up and signed upon if the excess of each materials are surrendered to the
tool keeper or assistant purchaser.
4.1.4. Excess materials should be surrendered and accounted of, together with copy of
Material Excess Slip for Manual Lead man as a proof of material availability for
future needs.
4.1.5. Newly purchased tools and supplies received by tool keeper are put on its proper
Racks and should be labeled properly.
4.2. Endorsing Material for Replacement
4.2.1. A “material replacement slip” should be filled up with the following details and
should be approved and signed only by GPM, CACC or JNC.
a. MRS number
b. Type of materials
c. Size
d. Date
e. Requestor
f. Approved by
g. Quantity
4.2.2. Before endorsing the replacement materials, requestor should furnish the
Purchasing Department a copy of reject slip and the rejected project itself.
4.2.3. Subject for availability, each replacement are endorsed immediately if available in
stocks but for non-available stocks the manual lead man should make a new
MRTP for us to purchase a new material s and noted the status as replacement.
Title: Purchasing Procedure Page: 30
Author: Fercian E. Cruz Effective date: March 1, 2020 Revision: 1.0
4.2.4. Material replacement slip and reject slip are attached together before filled in.
4.3. Endorsing Tools or machine parts for machine and manual used . Including the following
supplies PPE, uniform, measuring instrument, ID’s, calculators, bulb, etc.
4.3.1. A “Tools and Supplies replacement slip” should be filled up with the following
details and should be approved and signed only by GPM, CACC OR JNC.
a. TSRS number
b. Description
c. Size
d. Date
e. Requestor
f. Approved by
g. Quantity
4.3.2. Before endorsing replacement tools, requestor should surrender to the tool keeper the
un-usable tools with the same description as stated in the TSRS.
4.3.3. If for some reason the replaceable parts are not available and the reason is proven
otherwise a special approved counter sign should be signed by the authorized person for
the tool keeper to endorse the new replacement tools.
4.3.4. Subject for availability, each replacement are endorsed immediately if available in stocks
but for non-available stocks the Tool Keeper should make a new SRTP for us to
purchased new tools.
4.4. Endorsing Consumable Supplies
4.4.1. A “Tools and Supplies replacement slip” should be filled up with the following
details and should be approved and signed only by authorized person.
a. TSRS number
b. Description
c. Size
d. Date
e. Requestor
f. Approved by
g. Quantity
4.4.2. Subject for availability, each request are endorsed immediately if available in
stocks but for non-available stocks the Tool keeper should make a new SRTP for
us to purchase a new supplies.
