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    GAC-TM-SDP-PUR-003 - Working Process of Purchasing With Approved Suppliers

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    Ilya Bordonosov
    This document outlines the purchasing procedure for GAC Turkmenistan. It describes the process for procuring materials, equipment, and services for vessels and shore bases. The purchasing department is responsible for obtaining quotes, issuing purchase orders, and ensuring supplies are received on time. Purchase requests are reviewed by the technical manager and approved by the marine manager. Documentation like invoices and delivery notes must be provided to the accounts department for payment. Any damaged or missing items should be reported in writing. The procedure aims to standardize purchasing in accordance with company policies and regulatory requirements.

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    © All Rights Reserved
    Download as DOCX, PDF, TXT or read online from Scribd

    GAC-TM-SDP-PUR-003 - Working Process of Purchasing With Approved Suppliers

    Uploaded by

    Ilya Bordonosov
    10 views6 pages
    This document outlines the purchasing procedure for GAC Turkmenistan. It describes the process for procuring materials, equipment, and services for vessels and shore bases. The purchasing department is responsible for obtaining quotes, issuing purchase orders, and ensuring supplies are received on time. Purchase requests are reviewed by the technical manager and approved by the marine manager. Documentation like invoices and delivery notes must be provided to the accounts department for payment. Any damaged or missing items should be reported in writing. The procedure aims to standardize purchasing in accordance with company policies and regulatory requirements.

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    GAC-TM-SDP-PUR-003 - Working process of purchasing with approved suppliers

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    This document outlines the purchasing procedure for GAC Turkmenistan. It describes the process for procuring materials, equipment, and services for vessels and shore bases. The purchasing department is responsible for obtaining quotes, issuing purchase orders, and ensuring supplies are received on time. Purchase requests are reviewed by the technical manager and approved by the marine manager. Documentation like invoices and delivery notes must be provided to the accounts department for payment. Any damaged or missing items should be reported in writing. The procedure aims to standardize purchasing in accordance with company policies and regulatory requirements.

    Copyright:

    © All Rights Reserved
    Download as DOCX, PDF, TXT or read online from Scribd
    Download as docx, pdf, or txt
    10 views6 pages

    GAC-TM-SDP-PUR-003 - Working Process of Purchasing With Approved Suppliers

    Uploaded by

    Ilya Bordonosov
    This document outlines the purchasing procedure for GAC Turkmenistan. It describes the process for procuring materials, equipment, and services for vessels and shore bases. The purchasing department is responsible for obtaining quotes, issuing purchase orders, and ensuring supplies are received on time. Purchase requests are reviewed by the technical manager and approved by the marine manager. Documentation like invoices and delivery notes must be provided to the accounts department for payment. Any damaged or missing items should be reported in writing. The procedure aims to standardize purchasing in accordance with company policies and regulatory requirements.

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    © All Rights Reserved
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    GAC Turkmenistan – Service Delivery Procedure

    ISO 9001:2008 APPROVED BY: DATE:

    Standard procedure of Purchasing


    HEADING: Marine Manager June 2015
    Department with Approved Supplier
    DEPARTMENT: Purchasing Department PRO NO:
    SECTION: Provision GAC-TM-SDP-PUR-003

    1. PURPOSE:

     To describe the purchasing and procurement process for materials, furniture, and equipment or sub-
    contracting for the service on board the boats.
     To ensure purchasing documents are reviewed, approved and purchased services/products are conform
    to specified requirements.
     To ensure that all GAC Turkmenistan vessels and Shore Bases are adequately supplied with required
    materials, equipment and services in accordance with statutory and operational requirements in
    conformity with company policies.

    PREPARED BY / DATE: REVIEWED BY / DATE: APPROVED BY / REVISION: No: PAGE


    DATE NUMBER
    Purchasing Superintendent / Marine Manager / Marine Manager / 4 GAC-TM-SDP-PUR-003 1 of 6
    01.Dec.2011 03.06.2015 03.06.2015
    GAC Turkmenistan – Service Delivery Procedure

    2. SCOPE:
    - Present procedure is to be followed from the date of approval and signature by General Manager till
    reviewed procedure will be approved and signed again.

    3. REFERENCE:
    - Documentation forms of Purchasing Department and Documentation forms of supplier.

    4. DEFINITIONS
    - All procedure description has standard meaning of terms

    5. RESPONSIBILITIES:
    a. Purchasing Coordinator
    Purchasing coordinator is responsible to ensure that the following is performed by purchasing
    department Material / Service requests received from Marine department are clear and contain full
    information to deal with potential supplier;
     Deal with Company approved vendors, manufacturers of equipment or service providers to get
    quotation;
     Receive minimum three offers from different suppliers when possible, in the event of only one
    supplier to provide proof that three suppliers were contacted for quotations;
     Submit purchasing offers to the Technical Manager and /or Marine Manager for their review and
    approval;
     Issue Purchasing Order after approval has been given from Marine Manager (or designated person
    in his absence);
     Control local and international procurement as required.
     To ensure all suppliers provide purchased materials in time to me the following schedule;
    1. Local purchasing - Critical 15 days for 80%, non-critical 30 days for 80% and remaining
    within 45 days delivery to warehouse.
    2. International purchasing - Critical 45 days for 80%, non- critical 90 days for 80% and
    remaining within 120 days delivery to Turkmenistan.
    3. In event of breakdown best possible delivery to be done and communicated to purchasing
    coordinator the importance of this purchase.

    b. Supplier
    Supplier shall:

     Send quotation for good quality materials in a timely manner to meet the quotation time frame as in
    GAC-TM-SDP-PUR-002 - Working process of purchasing with technical department;
     Prompt supply with necessary materials after quotation is approved.

    c. Technical Manager

     Approves on suitability of technical MR only based on cost, quality and location of supply.

    d. Marine Manager

    PREPARED BY / DATE: REVIEWED BY / DATE: APPROVED BY / REVISION: No: PAGE


    DATE NUMBER
    Purchasing Superintendent / Marine Manager / Marine Manager / 4 GAC-TM-SDP-PUR-003 2 of 6
    01.Dec.2011 03.06.2015 03.06.2015
    GAC Turkmenistan – Service Delivery Procedure

     Arranges final approval on all Marine Purchases seeking approval of GM and DGM as required.

    PREPARED BY / DATE: REVIEWED BY / DATE: APPROVED BY / REVISION: No: PAGE


    DATE NUMBER
    Purchasing Superintendent / Marine Manager / Marine Manager / 4 GAC-TM-SDP-PUR-003 3 of 6
    01.Dec.2011 03.06.2015 03.06.2015
    GAC Turkmenistan – Service Delivery Procedure

    6. PROCEDURE
    a. Quotation
    Purchasing department will send an enquiry to three (3) Suppliers, where applicable and where possible,
    for costing and quality purposes.
    Upon receipt of the Quotation(s) received in a timely manner to meet the time frame as in GAC-TM-SDP-
    PUR-002 - Working process of purchasing with technical department the Supply Chain Department will
    collate the information and forward for approval.

    b. Approving Purchasing
    All purchases will be approved and authorized by the Technical Manager and Marine Manager
    accordingly. Where required the Marine Manager shall seek approval of GM or DGM where the value is
    above USD 15.000.
    When and if the requisition is authorised, the Purchasing Department will proceed with the placement of a
    Purchase Order and collect materials for delivery to the destination point. Signing of Purchase Orders can
    be done by Deputy General Manager, Finance Manager or Marine Manager.
    Enter into 1 C system as required.

    c. Payment of orders
    After approval and invoice received Purchasing Department collect all necessary documentation for
    Account Department to be paid. Standard set of documentation for local payment included:
     Invoice (date of invoice must be by current month),
     Local entrepreneur patent and licence
     Material Requisition
     Approved quotation
     Purchasing Order
     Signed Delivery note (must be attached after materials received)
     Summary list (list with short description of documents in the set for payment)
     Standard payment period is 10 working days. Account department can be asked to make payment
    for urgent materials in 3 working days.
    Account department will accept invoices only with above supplied list of documents.
    Payment orders are to be provided upon request from Purchasing Department; Accounts department
    are to inform purchasing department when payment is done. Purchasing department then informs supplier

    d. Damages, Shortages and Returned Goods


    In the event of damage or shortage of goods received, the Purchasing Department is to be advised in
    writing by CPAR form as soon as possible stating the MR number, the Supplier and the nature of the
    damage or shortage.

    7. RECORDS

    RECORD NAME MAINTAINED BY RETENTION PERIOD

    Purchasing Department Archive Purchasing Coordinator Assistant 3 years

    PREPARED BY / DATE: REVIEWED BY / DATE: APPROVED BY / REVISION: No: PAGE


    DATE NUMBER
    Purchasing Superintendent / Marine Manager / Marine Manager / 4 GAC-TM-SDP-PUR-003 4 of 6
    01.Dec.2011 03.06.2015 03.06.2015
    GAC Turkmenistan – Service Delivery Procedure

    8. FLOWCHART
    - Standard Procedure of work Purchasing Department with Account department.

    PREPARED BY / DATE: REVIEWED BY / DATE: APPROVED BY / REVISION: No: PAGE


    DATE NUMBER
    Purchasing Superintendent / Marine Manager / Marine Manager / 4 GAC-TM-SDP-PUR-003 5 of 6
    01.Dec.2011 03.06.2015 03.06.2015
    GAC Turkmenistan – Service Delivery Procedure

    PREPARED BY / DATE: REVIEWED BY / DATE: APPROVED BY / REVISION: No: PAGE


    DATE NUMBER
    Purchasing Superintendent / Marine Manager / Marine Manager / 4 GAC-TM-SDP-PUR-003 6 of 6
    01.Dec.2011 03.06.2015 03.06.2015

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