PRODUCT

Introduction
y For the functioning of the Purchasing and Accounts

Payables function.
y It is prepared to provide information and direction. y It is useful for the purchasing and related activity.

y Issuing this policy is to ensure that purchases are made

as per the Agreement between the Company & Suppliers.

y The goods are purchased from vendors at competitive

terms and in timely manner.

y This policy is allowed only to the approval of CFO/

Finance Controller of the company.

There are two categories of Purchases

y Corporate Purchase items : it includes Sugar, Pulp,

Crown etc.

Requesting Department
y Prepare Purchase requisitions in timely manner. y Allocate applicable department on PR. y Obtain appropriate approvals on PR. y Identification of potential vendors.

Procurement Department
y PR help in purchases of raw material based on y y y y

production plan. Obtain and evaluate quotations from vendors as per the bidding procedures. Track of Market Price of Various Raw and Packing Materials. Negotiate prices and other terms of purchase. Prepare purchase order

y Obtain approvals per COA. y Co-ordinate with vendors for logistics y Vendor performance over time. y Ensure COA compliance for all vendor advance request y

Finance Department
y Verify & update the vendor details. y Approve PR, and check for budget and accounting

code. y Authorize PO s at units y Perform three way match and invoice processing y Carry out periodic accounts Reconciliation with the vendors

y Ensure payments are made to vendors on time as per y y y y

terms of the purchase order Ensure COA compliance before disbursements and granting advances Carry out periodic Bank Reconciliation Ensure follow up for timely recovery of advances paid to vendors Ensuring database of all contracts is maintained and commitment amounts calculated

Stores Department
y Receive goods and prepare GRN s y Co-ordinate with the user/quality department for

inspection of materials
y Ensure check of quantity of materials received y Update store records for quantity

Quality Assurance Department

y Check quality as per IPQP(Incoming Package Quality

Plan) policy
y Approve material or reject the material

Security Department
y Carry out a preliminary inspection of vehicles. y Inform stores the arrival of vehicles. y Ensure proper weighment of the goods received as per

the laid out procedure.

Legal Department
y Vetting of standard terms and conditions on the P.O. y Ensure standardize agreement for contracts

Treasury Department
y It is useful for the cash flow

Generate Purchase Requisition