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1.Covering Letter

2.Company Profile

3.Material Drawing

4.Material Sample

5. Local and International Certificates (Materials)

6.Design Data and Calculations

7.Others (depend on the company)

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PURCHASE SYSTEM & CONTROL IN CONSTRUCTION COMPANY

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PURCHASE SYSTEM & CONTROL IN CONSTRUCTION COMPANY

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Submit material specification details and authority certificates to client or superintending officer to obtain approval on material to be used in the construction project.

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Submit material specification details and authority certificates to client or superintending officer to obtain approval on material to be used in the construction project.

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one of important procedure & should be done early in the process, before offering quotes or bids

underestimate budget-> bring loss

overestimate budget -> reduce satisfaction of customer

if there any changes , must redo it

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Purchasing department obtains pricing comparison on material order. Purchasers will compare the terms and pricing between multiple suppliers and negotiate with suppliers when necessary.

A request for quote (RFQ) is a document that’s often used in construction when contacting a supplier of goods or services such as construction materials to estimate how much project resources will cost.

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should be used when one knows what product or service is needed, but need more information from various vendors to make the best decision based on company's needed.

such as comparison between prices and quality and payment and shipping term.

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Information About the Buyer and Vendor: The first part of any request for quotation is to add contact information for both the buyer and the vendor. This includes the company name, address, contact information, such as name, phone, and email, as well as the date the RFQ is issued and the deadline for a response.

Product: DescriptionDescribe the product goal and detail for the project. This allows the vendor to have a clear picture of what your final project deliverables will look like and how they’ll

Quantity: This is how many items you’ll want to purchase.

Unit Price: The unit price is how much one of the items will cost

Cost: This is the total price. It’s calculated by multiplying the unit price by the quantity.

Shipping Information: Finally, the shipping information isn’t only where the items should be shipped, but how you want them shipped, such as how they’re packed, what sort of transportation and payment details.

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Person in Charge to Count

Estimator

Quantity Surveyor

-every unit , size and type of material must be accurate -

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Identify the budgeted quantity of all raw and prefabricated materials required for the project.

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Identify the budgeted quantity of all raw and prefabricated materials required for the project.

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Responsible Person in Preparing the Document 

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Responsible Person in Preparing the Document 

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1. Engineer

2. Quality Control Department

3. Document Control Department

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The documents submitted are made to verify the material will be used in project are meet regulations,project specification , national standard and internal standard BEFORE starting the project and purchasing the materials .

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a document used by the production department to request materials they need to complete a manufacturing process.

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a document used by the production department to request materials they need to complete a manufacturing process.

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This document appears to be a form for requesting material approval from an approving authority.

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This document appears to be a form for requesting material approval from an approving authority.

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It includes

1. Fields for the project name

2. Package details

3. materials needing approval with item numbers and descriptions

4. Signatures and dates of the requestor

5. Approving authority and remarks.

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When suppliers provide invoice for payment, the purchase department will have to ensure invoice is according to materials detailed in PO and DO

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A purchase order (PO) is an official document a buyer sends to a seller. The purchase order binds the buyer to a promise to pay the seller for designated products at a future date. The purchase order form itself specifies the types and quantities of each product.

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Primary Issuer: The supplier or vendor is commonly responsible for issuing the delivery order. This document accompanies the shipment of goods and provides instructions to the logistics or shipping department regarding the delivery.

Purpose: To detail the items to be delivered, the delivery address, and any special instructions. It ensures that the correct goods are shipped to the right location.

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Matching

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Accuracy Verification: It ensures that the details on an invoice match the purchase order and receiving report. This helps confirm that the goods or services billed were actually ordered and received, and that the amounts and terms are correct.

Fraud Prevention: By matching invoices with purchase orders and delivery receipts, companies can detect and prevent fraudulent activities, such as overbilling or billing for items not received.

Financial Control: It helps maintain tight control over expenditures, ensuring that payments are made only for goods and services that have been properly authorized and received.

Error Resolution: Invoice matching helps identify and rectify discrepancies, such as pricing errors or quantities that don't match, before payments are processed.

Budget Management: Accurate invoice matching helps ensure that spending is in line with budgets and financial forecasts.

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systematic approach used by companies in identifying, evaluating, and choosing third-party product vendors or service providers.

Involves seven main stages, starting from determining the needs of the organizations and ending with managing the relationship with the supplier.

The entire process ensures that suppliers meet the organization’s specific needs and requirements for their operations.

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Procurement/Purchasing Department: This department may be involved in verifying that the invoice aligns with the terms of the purchase order and delivery order. They ensure that the invoice corresponds with what was ordered and the agreed-upon terms.

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Payment can only be made after the finance department has verified the invoices. Payment will be made according to the agreed credit terms

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The document issue by finance department:

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The document issue by finance department:

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Purpose: This document provides confirmation that the payment has been made to the supplier. It may include details such as the payment amount, date, method of payment, and invoice number.

Recipient: Sent to the supplier as proof that their invoice has been paid

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Purpose: Remittance advice details the payment made and often includes a breakdown of which invoices or accounts the payment covers. It helps the supplier match the payment with their records.

Recipient: Sent to the supplier to aid in reconciling their accounts.

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Purpose: A payment voucher is an internal document used to authorize and record the payment transaction. It often includes details about the invoice being paid, payment amount, and payment method.

Recipient: Maintained internally for financial records and audit purposes.

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What are the risk and objective for purchase order?

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What are the risk and objective for purchase order?

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There is a risk that an order is unauthorised and not for business use.

To ensure that orders are only placed once authorised and vetted to ensure they are for business use.

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What are the control and test of control?

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What are the control and test of control?

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Control: Orders should only be raised on receipt of an authorised purchase requisition which is approved by the department manager

TOC: Review a sample of orders for evidence that the purchase requisition was authorised and the goods are for business use

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Supplier will deliver ordered material. During this stage, contractors will need to check that the materials are delivered according to specifications, and validate the delivery order (DO).

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What are the risk and objective for goods received?

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What are the risk and objective for goods received?

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1.1 There is a risk that goods ordered are not received, potentially leading to stock outs.

1.2 To ensure that all goods ordered are received.

2.1 There is a risk that faulty goods are accepted.

2.2 To ensure that goods are only accepted if they are of the correct quality.

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What are the control and test of control?

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What are the control and test of control?

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Control 1.1: On receipt of goods the warehouse should raise a multi-part, sequentially numbered goods received note (GRN). One part of the GRN should be passed to the purchasing department to be matched to the order form.

Unmatched orders should be reviewed on a periodic basis and suppliers chased

TOC 1.1: Observe the receipt of goods into the warehouse to ensure all goods are recorded and a GRN generated.

Verify that the GRN is matched to the order form by the purchasing department.

Enquire as to the action taken where orders are unfulfilled and reperform this process.

Control 2.1: On receipt of goods, all items are to be verified to ensure they are in satisfactory condition.

TOC 2.1: Observe the receipt of goods by staff to confirm the control is carried out.

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Suppliers are responsible for timely delivery, while the purchasing department ensures they meet deadlines. If delays are anticipated, the purchasing team must address the issue by rescheduling production or expediting transportation.

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The material purchasing records will be updated in purchasing report

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Documentation and Reporting

Purpose: Provide accurate and comprehensive reports for management review and decision-making.

Activities: Regularly update records to ensure that reports generated for management and stakeholders are based on the most current and accurate information.

Operational Efficiency

Purpose: Facilitate smooth operational processes by keeping records current and relevant.

Activities: Update purchasing reports to reflect real-time information, ensuring that procurement teams have accurate data for decision-making and managing supplier relationships.

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Employees within a company would use a material requisition if they needed additional supplies.

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Employees within a company would use a material requisition if they needed additional supplies.

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A material requisition form is an official document that allows employees to request for necessary materials needed to perform their tasks at the workplace.

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Material Requisition Form _ Templates at allbusinesstemplates_com

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1. Employees regularly update and review material requisition records

2. Clear communication between the project managers, site personnel and the procurement team to address any issues in materials

3. Supplier pre-approval to expedite the procurement process and ensure quality materials are sourced

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from General Contractor/Specific Contractor to Designers (Architecture, Structure, MEP), Consultant/Engineer and Client.