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PURCHASING OF LAB ITEMS
After stocktaking and stock checking process, a requisition is normally made for those items that need to be replaced. Acquiring supplies and controlling the inventory may be an operations function that occurs totally within the laboratory.
However, external departments are always involved, at least to the extent of receiving incoming shipments, transferring goods to the laboratory, and in payment through accounts payable. Staff members within the laboratory must recognize their finite roles and establish clearly defined procedures to be implemented by well-trained personnel. Careful attention to the entire process is essential so that the system works smoothly and does not burden the laboratory or external departments.
Generally, the laboratory is responsible for specifications, as well as storage and use of products. Most often, communication with the vendor is required, especially concerning product improvements, method changes, and similar information that affects the test procedure or quality control.
The laboratory must accept the responsibility for these functions and provide accurate records to allow traceability for overall audit purposes.
As a first step, each department head/supervisor should prepare a rough draft listing the products used and how frequently they need to be ordered specific information should include the name of the product, catalog number, package configuration, average monthly usage (AMU), unit of measure (U/M), normal lead time for delivery, and storage area or single site use.
Unless the supply system is thoroughly understood and operating smoothly, panic situations occur because of shortage or overstocking. Obsolescence is also a strong possibility if expiration dates are imminent or if improved technology changes the needs of the laboratory.
Routine orders and standing orders should be reviewed every 6 months, at a minimum, to ensure the requirements, vendors, and pricing are acceptable and correct.
It is important that managers and supervisors verify that pricing changes are factored into the laboratory budget. Involving major vendors in the process will help determine the likelihood of pricing changes in the upcoming fiscal year.
Key steps in the purchasing process
While the purchasing process may vary from organisation to organisation the major fundamentals remain the same
1 Request to purchase / requisition
This phase deals with identifying the need – what to buy – how much of it – and when it is needed for – there are two main forms of requisition – a manual one i.e. that created on a form (such as a requisition form) or other document and that created automatically via an ERP type system. The requisition will likely go through an approvals process whereby authorization is given to purchase the item (or not!)
2 Supplier selections
Buyers may already know which supplier to buy the item from that is being requested. If not a tender (or request for quote) process may be initiated to identify a supplier, price and lead time.
3 Purchase order
A purchase order is dispatched to the supplier (either a paper copy or electronically) to inform the supplier of the intent to purchase. The purchase order will identify the item(s) being procured, the quantity required and the price being paid. It will also identify delivery address and any terms and conditions that relate to the order. Click here for our guide on how to create a Purchase Order template using Excel
4 Fulfillment
The supplier will then dispatch the goods to the buying organisation. Lead time might be required to allow the supplier to manufacture the item or receive deliver from Mitsubishi own suppliers.
5 Goods receipt
Once the goods arrive at the buying organisation they will typically go through some form of goods receipting process where the goods are checked to ensure that they match what was ordered and that they are of the correct quality.
6 Supplier invoice/payment
At time of dispatch the supplier will typically issue an invoice – which either accompanies the goods or is sent separately. This will be received by the finance department – processed and paid (assuming the goods are received and are correct).