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PURCHASING

PT. PATCO ELEKTRONIK TEKNOLOGI DOC. NO

STANDARD OPERATING PROCEDURE

SOP – RP – 05

EFF. DATE

REV. NO. PAGE

A.0 1 OF 8

1. OBJECTIVES To ensure availability of materials and or parts and or services needed for realization product.

2. SCOPE 2.1.

The procedure covers up from requisition coming in until the goods ordered is received for storage, include Incoming Inspection and Supplier Evaluation in PT. Patco Electronik Teknologi.

2.2.

Evaluation is only done for supplier which supply part, material and or service related to realization product PT. Patco Electronik Teknologi.

3. REFERENCES ISO 9001 : 2000 clause : -

7.4.1. Purchasing Process. -

7.4.2. Purchasing Information.

-

7.4.3. Verification of Purchased Product.

-

8.4. Analysis of Data.

4. RESPONSIBILITIES 4.1.

Procurement Dept responsible to ensure that purchased product conforms to specified purchase requirements, which are price, quality and delivery.

4.2.

Incoming Quality Control section responsible to inspect material and or part purchased for realizing product base on established Inspection Level.

4.3.

Warehouse Receiving ( Warehouse Dept ) responsible to inspect quantity material and or part delivered.

4.4.

Procurement Dept responsible to evaluate supplier’s performance periodically base on specified range of time.

5. DEFINITION 5.1.

ICL : Incoming Check List

5.2.

MRP : Material Requirement Plan

5.3.

PRP : Packing Requirement Plan

5.4.

DMC : Daily Material Control.

PURCHASING

PT. PATCO ELEKTRONIK TEKNOLOGI DOC. NO

STANDARD OPERATING PROCEDURE

5.5.

SOP – RP – 05

EFF. DATE

MOR : Material Order Review

5.6.

SDS : Supplier Delivery Schedule

5.7.

PO : Purchase Order

5.8.

FO : Forecast Order

5.9.

TSR : Trouble Solving Report

5.10. AMR : Additional Material Request

6. PERFORMANCE INDICATOR 6.1.

SUPPLIER DELIVERY PERFORMANCE REPORT The monthly report to measure the delivery performance of suppliers.

6.2.

SUPPLIER QUALITY PERFORMANCE REPORT The monthly report to measure the quality performance of suppliers.

REV. NO. PAGE

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PURCHASING

PT. PATCO ELEKTRONIK TEKNOLOGI DOC. NO

STANDARD OPERATING PROCEDURE

EFF. DATE

7. PROCEDURE 7.1. PROCEDURE GENERAL PURCHASING NO FLOW CHART R e ce iv e R e q uisitio n

Check

No

R e tu rn R e q u isito n S h e e t

Receive Requisition from User. The Requisition should be in form Requisition Sheet (Attachment-01) and or Proposal Sheet (Attachment-02).

Proc.

2.

Check following point in requisition (WI-PC0001 & WI-PC-0010) : • Specifications have to clear. • Lead time for receiving must be mentioned. • Quantity has to be stated • Purpose and or reason must be described. • Disposition has to be follow the regulation. • All columns have to be filled. The checkpoints above are not clearly defined; Purchaser has authority to return the requisition.

Proc.

P rice & T e rm s

3.

Q u o ta tio n A p p ro v a l

U p da te B u d ge t C o ntro l

Proc.

5.

Budget Control (Attachment-03) has to be updated where the item to be purchased is included.

User

In fo rm to U s e r

7. Y es

Re ce iv e G o o d s

Re ce ive S e rv ice

A

B

Proc.

4.

6.

Y es

All checkpoints are pass, purchaser do sourcing. Items to be considered are : • Price comparison. • Lead-time. • Quality • Chemical substance for production material following customer requirements. The best quotation for item requested should be circular for approval. Quotation Approval System is explained in WI-PC-0002.

O pe n P u rcha se O rd e r

No

3 OF 8

1.

No

P rice & T e rm s

PAGE

A.0

PIC

S o urcin g

A sk Su pplie r C o nfirm a tio n

REV. NO.

DESCRIPTION

Y es

Y es

SOP – RP – 05

8.

Purchaser open Purchase Order (Attachment04) for item to be purchased. Ask supplier confirmation for confirmations have to be got are : • Price. • Terms and Conditions. Delivery.

the

Proc.

order,

If any objections from the items mentioned above, purchaser should inform to user.

Proc.

Proc.

PURCHASING

PT. PATCO ELEKTRONIK TEKNOLOGI DOC. NO

STANDARD OPERATING PROCEDURE FLOW CHART A

EFF. DATE

No

C he ck

Y es

Info rm to P urc ha s e r

Y es

PAGE

A.0 4 OF 8

DESCRIPTION

PIC

9.

If Warehouse Receiving should do no objection, receiving as per schedule delivery, this is for part and or equipment. For service, users them selves should do receiving.

WH

10.

Quantity item delivered for each have to be checked (WI-PC-0003). Checked for service must consider the agreement between Patco and them.

WH

11.

Prepare ICL (Attachment-05) for item received. For service ICL has to be made after Job Completion Acknowledgement signed by Patco and Supplier.

WH

J o b C o m p le tio n A c kno w le dg e m e nt

M a k e IC L

REV. NO.

NO

B

Q ua ntity

SOP – RP – 05

12. M a k e IC L

Quality item delivered for each have to be checked, if NG goods are returned to supplier (WI-PC-0003). Circular ICL.

13.

Q ua lity No

WH Make Receiving Report (Attachment-06)

R e turn to S up p lie r

14. Y es T rans fe r G o o d s to W are ho us e

M ake R e c e iving R e po rt

7.2. PROCEDURE MATERIAL PURCHASING

WH

15.

Proc. Transfer Material.

goods

received

to

Warehouse WH

PURCHASING

PT. PATCO ELEKTRONIK TEKNOLOGI DOC. NO

STANDARD OPERATING PROCEDURE

EFF. DATE NO

FLOW CHART

SOP – RP – 05

REV. NO.

A.0

PAGE

5 OF 8

DESCRIPTION

1.

Receive MRP, operation.

2.

Notify all document received after confirming.

Proc.

3.

Review order (WI-PC-0005) by making MOR (Attachment-07) and update Master Price (Attachment-08). Check AVL.

Proc.

4.

Open PO (Attachment-04), make FO (Attachment-10) base on MOR, create SDS (Attachment-11) base on PO and DMC.

Proc.

5.

Check Budget (Attachment-03), if over review the MOR.

Proc.

6.

If Budget under control, circular all documents for disposition (WI-PC-0006).

Proc.

7.

Disposition is already complete, PO, FO and SDS is sent to supplier for get their confirmation.

Proc.

8.

If any objection from supplier, review again the MOR.

Proc.

Yes

9.

WH

C ircula r PO , F O , S D S , B u dg e t F o r D ispo sitio n

If no objection from supplier, goods ordered could be received by Warehouse Receiving as per SDS.

10.

Make Supplier Delivery Performance Report.

Proc.

11.

Quantity item delivered for each have to be checked (WI-PC-0003).

WH

NO

DESCRIPTION

PIC

R e ceiv e M R P & P RP & D M C

N o tify R ece iv ing

M ak e M O R & U p d a te M a ste r P rice

O p en Pu rch a se O rde r

M ak e F o reca st O rd e r

Yes

DMC

from

PPIC

Proc.

AVL

No No S u pp lie r & S u b co n tra cto r S e lectio n

M ake SDS

No

B u dg e t

PRP,

PIC

S e n d to Su p plie r

C o n firm e d by S u pplie r

Yes R e ce iv e G o o d s

M ak e S u pp lier D eliv e ry P e rfo rm a n ce rep o rt

A

FLOW CHART

PURCHASING

PT. PATCO ELEKTRONIK TEKNOLOGI DOC. NO

STANDARD OPERATING PROCEDURE

SOP – RP – 05

EFF. DATE

REV. NO. PAGE

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12.

Prepare ICL (Attachment-05) for item received.

WH

13.

Quality item delivered for each have to be checked, if NG goods have to make supplier Claim Notice. ( WI – QA – 0012 ).

IQC

A

Q u a ntity

No

In fo rm to P urch a se r

Circular ICL. 14.

WH Make Receiving Report (Attachment-06)

Yes

15. M a k e IC L

16.

Q u ality

Yes

No

M ak e T SR

M ak e P urch a se R e p o rt

T ra n sfe r G o o d s to W a reh o u se M a terial

7.3. PROCEDURE EVALUATION VENDOR

Proc. Transfer goods received to Warehouse Material.

WH

PURCHASING

PT. PATCO ELEKTRONIK TEKNOLOGI DOC. NO

STANDARD OPERATING PROCEDURE FLOW CHART C o lle ct M a s te r P rice , S u p p lie r Q u a lity & D e live ry

EFF. DATE

C h e ck W e e kly

Yes

A ctiv ity P la n

No

C h e ck M o n th ly

1.

Collect Master Price, Supplier Quality Performance Report and Supplier Delivery Performance Report.

Proc.

2.

Check Supplier Audit Schedule. Supplier Audit Schedule is prepared by Procurement for one physical year period.

Proc.

3.

Supplier Evaluation (WI-PC-0007).

Proc.

Make Weekly and Monthly Evaluation Report (Attachment 12).

Proc.

4.

Check weekly performance of supplier (WI-PC0008).

Proc.

5.

If bad tendency, activity plan is needed for prevention. Weekly Evaluation is good and or stable, should be checked for a month period.

Proc.

6.

Procurement should coordinate Internal Meeting with related dept. for supplier review.

Proc.

7.

Procurement should arrange meeting with supplier base on Internal Meeting result for discussion. The meeting could be invited, visit, conversation by phone, fax and or e-mail.

Proc.

8.

If not necessary to audit the supplier, just send the supplier countermeasure request to overcome the problem and or potential problem.

Proc.

9.

If necessary have to audit (Attachment-12) the supplier, procurement have to arrange the schedule.

Proc.

10.

Make result of supplier audit and their activity plan for problem countermeasure. These Audit Result and or Activity Plan should review in next evaluation.

Proc, IQC, Eng.

11.

Circular The Monthly Supplier Performance Report.

Proc.

In te rn a l M e e tin g

S u p p lie r M e e tin g

C o u n te r M e a s u re R e q u e st

No Audit

Need Audit S u p p lie r A u d it

Yes

R e su lt A u d it and A ctiv ity P la n

C ircu la r R e p o rt

7 OF 8

PIC

Yes

No

PAGE

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DESCRIPTION

E v a lu a tio n

M a k e W e e kly R e p o rt

REV. NO.

NO

A u d it S ch e d u le

No

SOP – RP – 05

PURCHASING

PT. PATCO ELEKTRONIK TEKNOLOGI DOC. NO

STANDARD OPERATING PROCEDURE

SOP – RP – 05

EFF. DATE

REV. NO. PAGE

A.0 8 OF 8

8. DOCUMENTATION 8.1.

Requisition Sheet shall be keep by Purch. Dept. for retention period 1 year.

8.2.

Proposal Sheet shall be keep by Purch. Dept. for retention period 2 years.

8.3.

Budget Control shall be keep by Purch. Dept. for retention period 2 years.

8.4.

Purchase Order shall be keep by Purch. Dept. for retention period 2 years.

8.5.

Incoming Check List shall be keep by Warehouse Dept. for retention period 5 years.

8.6.

Purchase Report shall be keep by Purch. Dept. for retention period 2 years.

8.7.

Material Order Review shall be keep by Purch. Dept. for retention period 3 years.

8.8.

Master Price shall be keep by Purch. Dept. for retention period 3 years.

8.9.

Forecast Order shall be keep by Purch. Dept. for retention period 2 years.

8.10. Supplier Delivery Schedule shall be keep by Purch. Dept. for retention period 1 year. 8.11. Audit Vendor Result shall be keep by purch. Dept. for retention as long as the vendor join + 1 year. 8.12. Supplier Performance Report shall be keep by Purch. Dept. for retention as long as supplier Patco. 8.13. Additional Material Request shall be keep by Purch. Dept. for retention period 2 years.