Consideration shall be given to suppliers who not only offer the best current solution but are also best placed and resourced to offer further innovation and improvement.
The expenditure of resources outside the Society, and the dependence on an external supply chain, exposes the Society to a wide variety of risks. A significant role for all colleagues of the Society making purchases is to identify, if possible, minimise, and otherwise manage the likely impact of such risks to the Society and to other stakeholders.
Supply risk: resulting from the non-performance or poor performance of a supplier or contractor. This also covers Business continuity, disaster recovery, interdependencies on other suppliers and geopolitical risks e. Regulatory risk : arising from need to adhere to regulatory and industry standards e. Financial risk: arising from requirement to deliver efficiencies, savings or economies of scale through delivery of the contract.
Demand risk: arising from requisitioners ordering too much, too little, or the wrong goods or services, relative to the actual need. Control risk: arising from deficiencies in internal processes and procedures — including, but not confined to, procedures mandated in this document. Social risk: arising from issues related to CSR e. All personnel involved in the purchasing process are expected to attempt to improve their knowledge and skills, and the Society will support such activities.
The Procurement team will assist with this where necessary. Any colleagues engaged in any aspect of purchasing on behalf of the Society shall never use their authority for personal gain and shall seek to uphold and enhance the reputation of the Society by:. Maintaining an unimpeachable standard of integrity in all their business relationships both inside and outside this Society. Fostering the highest possible standards of professional competence amongst those for whom they are responsible.
Optimising the use of resources for which they are responsible to provide the maximum benefit to our Society. Complying with the law of the country in which they operate and with which they deal and complying with all contractual obligations incurred by or on behalf of our Society.
When dealing with suppliers, potential conflicts of interest can sometimes arise. Such potential conflicts should be reported to your manager as soon as they are identified. They will not normally prevent our trading with the company concerned but full will require disclosure. Sometimes former colleagues may be potential suppliers — indeed their knowledge of our operations may make them particularly suitable.
Colleagues should avoid as far as possible dealing with our suppliers in their private affairs, particularly if this is likely to put them under some obligation to the supplier. Where such arrangements are unavoidable, it is essential that they ensure that they are not offered any sort of deal which is not commonly available, and which could be construed as a reward for actions taken during their employment. There are several group policies which are associated with, and should be adhered to, in conjunction with this purchasing policy and procedures manual.
They include:. Data Protection Policy. It is imperative, that in complying with this policy, directors, managers and employees of our Society also ensure adherence to these related policies. It is recognised that the Society is made up of several operating groups and business units with differing purchasing requirements and needs, to fulfil our services to the customer, as well as having different technology applications in which to carry out these procedures.
There are however common guidelines between the procedures of each group and business entity:. The Procedures should have a standard model of purchasing, typically following the process flow below:. This process must be followed in sequence and should be in place in all circumstances whether a manual or software enabled process is in use. Work with Procurement to research suppliers in the market that meet your needs.
Give brief outline of the project. Collate a list of suppliers to invite to tender. Wherever possible, this must include either a local supplier, social enterprise or a cooperative group. Arrange a tender pack to send out including:. You may need to bring suppliers in for a presentation or demonstration depending on what you are purchasing.
Inform successful supplier of contract award. Once winning bid is confirmed, feedback to unsuccessful suppliers and work with department and chosen supplier on an implementation plan and roll out. Complete the Account Management form and Project Reflection document. Email over copy to Procurement. Category A e. Helpdesk contact suppliers for quote. Signing off limits for instructing the supplier are:.
Once order is approved, helpdesk can instruct the supplier to attend site. Category B e. Refrigeration breakdown, Air Con issues. Helpdesk contact suppliers for quotes ideally 2. Helpdesk to follow the route advised. Category C e. Helpdesk contact 3 suppliers for quotes. Once quote is received, regardless of cost, it is forwarded to the head of the relevant department and wait for their instruction on how to proceed.
The Requisitioner to ensure approval to purchase is established through the relevant senior manager and that available funds exist within the appropriate budget. Applicable laws may vary by state or locality. Intuit Inc. Accordingly, the information provided should not be relied upon as a substitute for independent research. Readers should verify statements before relying on them. Intuit does not endorse or approve these products and services, or the opinions of these corporations or organizations or individuals.
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Free Tools. Creating a manual eliminates confusion. Training: A manual serves as your primary tool to train new employees, and to cross train workers on tasks. For example assume that the accountant who is responsible for reconciling the bank account goes on vacation.
Her backup can refer to the procedures manual to reconcile the account accurately. For example, if company growth requires your staff to triple the number of invoices they generate each month, your procedure manual will tell you how long it takes to produce each invoice.
You can use that number to hire the staff you need to manage business growth. Save time, increase profits: Perhaps most important, maintaining a procedures manual requires you to continually evaluate your business processes and find ways to operate more productively. Using the invoice example, you may find a way to save time when you process invoices or locate a software application that allows you to work faster. These efforts can make you more efficient, thus, increasing your profits as you grow.
Where to start when creating your procedure manual Carefully think through every task you perform to operate your firm. Getting input Julie holds a meeting online with her entire staff, and starts by explaining the inventory process from her perspective. The customer makes a payment by cash, credit card , or debit card, and the payment data is posted to the POS system.
Accounting software is linked to the POS system, and the software decreases inventory and increases cost of goods sold. The system also increases sales and cash for the payment. Credit card and debit card transactions are processed through the cash account.
When the sale is complete, the employee at checkout removes a security tag from the item, so that the customer can leave the store without triggering the security system.
On a daily basis, the store manager compares the sales in the POS system with the inventory reductions in the accounting system. The dollar amount of sales should match the total sale prices for all items removed from inventory each day.
If not, the manager investigates in order to account for differences. Avoiding problems Using a procedures manual helps Ridgeview avoid problems in every aspect of business. To illustrate the benefits, consider these mistakes that can be avoided and the risks that are reduced by using a formal procedure: Inventory control: Each inventory item is tagged, and the tag is not removed until the item is paid for at checkout.
This helps Ridgeview track every inventory item from the time it is put on the shelf until the item is sold. Purchasing: If the procedure for a customer sale is followed, Julie can generate a report from her accounting software that documents the current inventory levels for each item in the store. This information can help her manage her cash and avoid buying too much inventory. Preventing theft: No procedures manual can prevent loss, because dishonest employees can work together to avoid the controls a company has in place.
However, using a written procedure will reduce the risk, and help an owner identity theft sooner. You can do this Any improvement you make to your business will require time and effort, but creating a procedures manual has several benefits. Managing your business is challenging, but you can do this. Important offers, pricing details and disclaimers This content is for information purposes only and should not be considered legal, accounting, or tax advice, or a substitute for obtaining such advice specific to your business.
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