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3.0.

Data Gathering Procedures and Output


The developers conducted an interview with one of the department heads to
describe the process how purchasing and inventory works. Here are the
questions they have prepared together with the answer of the department
head.
1. What are the departments that needs processed made by the
Purchasing department?
Every department that requires asset needs the Purchasing department.
Some are Engineering Department, ISD, Security Department, Finance
Department, HR Department, Accounting Department, Office Services and
Marketing Department.
2. What is the medium used to contact the purchasing department
for a request of an asset?
We have a Purchase Requisition (PR) Form which comes into a printed form
that is provided to all departments of our corporation to list all their requests.
Once a day, the secretary of every department submits all the outgoing
Purchase Requisition Form to the Purchasing Department and there is where
the process starts.
3. What is contained inside the Purchase Requisition Form?

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Together with the requested item listed are the detailed specifications of
what the item should be. The fields indicated on the PR form are the
following:
a. P.R Reference Number:
b. Requisitioning Department
c. Quantity
d. Unit
e. Description
f. Quantity on Hand (Last Purchase)
g. Last Purchase (Last Purchase)
h. Purpose of Purchase
i. Remarks
j. Approving bodies signatures
4. Prior to receiving the PR Form, what next step is done by the
Purchasing Department?
For goods, values and services amounting to Php 100,000 and above, the
Purchasing department then sets a date to invite and meet the bidders to
prepare for a pre-bidding event to inform the vendors/contractors the
requirements

of

the

requisitioning

department.

The

requisitioning

department head is there to give every needed information by the bidders.


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Every contractor is to give their own proposal and quotation for the required
items. Once the proposals and cost offer of the contractors are given at the
set date of bidding, the Purchasing Department then makes a Canvass Sheet
and lay all the proposals and quotations that each bidder has given. After
laying the canvass sheet, the Purchasing department again calls the bidders
for a clarificatory/explication meeting to provide the right item requested by
the requisitioning department. The Purchasing department eliminates the
bidders who can't come up with the requirement or economic budget of the
requisitioning department then chooses the best vendor or contractor having
the best offer. For values and services below Php 100,000, Buffered stocking
is implemented to avoid a long period before the requested item is shipped
to the requisitioning department.
5. Once the contractor wins the bidding, what is next to the
process?
Once the bidder is declared a winner in the bidding process, the Purchasing
department will then issue a Purchase Order to the winning bidder of the
items to be ordered or sometimes called the NTP or Notice to Proceed.
6. What is contained inside the Purchase Order Form?
Together with the agreed items to be delivered by the contractor are these
fields:
a. Item code

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b. Description
c. Quantity
d. Unit
e. Unit price
f. Amount
g. Recipient information
h. Date
i. Total amount
j. Instruction and conditions
k. Approving bodies signature
7. After a Purchase Order or Notice to Proceed is received by the
contractor, what will be done next?
After receiving the Purchase Order/Notice to Proceed, the contractor should
send the items ordered to Shangri-La Corporation at the date of arrival set by
Shangri-La Plaza Corporation.
8. Where will the items delivered be placed?
Every requisitioning department has their own Inventory Store Room. The
items will be delivered to the Inventory Store Room but will be inspected first
by the person in charge who manages the deliveries and different processes

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that happens inside the Inventory Store Room. Before receiving the items,
the person in charge checks and verifies the correctness of the delivered
item/s.
9. What step is next to receiving the items shipped?
The person in charge to the Inventory Store Room opts the requisitioning
department to approve the item/s delivered then prepares the RFP or
Request for Payment to be given to the Accounting Department for the
payment of the delivered item/s. Once the accounting department has
received the Request for Payment (RFP), they issue a cheque to the
contractor who supplied the item/s needed.

10. What if the requisitioning department already wants to get the


item from the Inventory Store Room?
They need to fill out the MSRS or the Materials/Supplies Requisition Slip and
submit it to the person in charge of the Inventory Store Room. Once the
Inventory Management receives the MSRS, they will then send the item to
the requisitioning department and make changes to the inventory system
record.
11. What features does the Inventory System have for item/s that is
needed urgently?
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The Inventory System has a Buffered Stock System wherein they maintain a
specific number of items to the Inventory Store Room so that they can
provide the request of the requisitioning department immediately for item/s
that are frequently being requested. The requisitioning department just need
to submit an MSRS or Materials/Supplies Requisition Slip to the Inventory
Store Room for items under Buffered stock. So when the stock decreases its
maintained number of item/s stock, it automatically generates Purchase
Requisition (PR) for a certain requisitioning department to be submitted to
the Purchasing Department after approving the P.R.

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