· The process begins with defining specific needs, such as materials, equipment, or services, often initiated by internal departments.

· Requirements are documented in formal requests (e.g., Purchase Requisition, PR), including specifications, quantities, and delivery timelines.

· Conduct market research to identify potential suppliers, evaluating factors like quality, price, reputation, and capacity.

· Issue pre-qualification questionnaires (RFQ, Request for Quotation) or tender documents (RFP, Request for Proposal) to shortlisted suppliers.

· Evaluate proposals based on criteria such as cost, compliance, technical capability, and delivery terms.

· Engage in negotiations with selected suppliers to finalize terms, including pricing, payment conditions, warranties, and delivery schedules.

· Draft and sign a formal contract (Purchase Order, PO) that legally binds both parties to the agreed-upon terms.

· Issue a purchase order (PO) to the supplier, specifying detailed requirements, delivery addresses, and payment instructions.

· Confirm PO receipt with the supplier to ensure alignment on expectations.

· Monitor the supplier’s performance to ensure timely production and delivery.

· Coordinate with suppliers to resolve issues like delays, quality discrepancies, or changes in requirements.

· Update internal stakeholders on the status of procurements.