🔧 Step 1: The Procurement team will analyze the market for new suppliers who can deliver services/products of a given requirement.
🔧 Step 2: Contact the supplier and obtain details like:
a) Trade License b) TRN no. c) Bank a/c details d) Payment terms e) Details of key two contact persons (phone number, email address) etc.
🔧 Step 3: Update the details in Supplier Onboarding Form (MS Excel form)
🔧 Step 4: Update the supplier details in RBS System (for modification process, it directly starts from this step for any updates)Please Note: Currently this process is managed by Accounts Department.
⚠️ SAP Mapping Notes: Creation of Vendor master should be done in SAP.
📈 Workflow Integration: One Level Approval can be provided in SAP.📋 Executive Comment:
✅ Aligned with SAP
📌 2. Vendor Selection – RM Concentrate
🔧 Step 1: Since the product is monopoly, Pepsi-Cola International (PCI) will be the single supplier of Raw Material Contrate. There is no change to this process.💻 System: Partially
✅ Implemented: ✔️
👥 Approver(s):
🧭 Involved: Procurement Manager
⚠️ SAP Mapping Notes: Pepsi - Cola International (PCI) as a Supplier will be uploaded in SAP as part of Cutover.
📈 Workflow Integration: N/A📋 Executive Comment: Approval workflow to be provided in SAP.
✅ Aligned with SAP
📌 3. Vendor Selection – RM Primary PI
🔧 Step 1: List of approved primary suppliers is provided by PCI. ADRC procurement can choose from the provided list of suppliers for procurement needs.
Please Note: Any addition to add in the primary list would be initiated by PCI only.
📈 Workflow Integration: N/A📋 Executive Comment: Approval workflow to be provided in SAP.
✅ Aligned with SAP
📌 8. Comparative Analysis & Purchase Order (2 Slide)
🔧 Step 1: Contact the supplier(s) for quotation
🔧 Step 2: Document the details in the Comparative Analysis Sheet (MS Excel)
🔧 Step 3: Choose the most eligible supplier after considering factors like price, quality, turn around time and payment terms.
🔧 Step 4: Generate Purchase Order (PO)Current practice of obtaining number of quotation(s) vs value of purchase: a) To obtain a minimum of two quotations for value above AED 10,000 b) To obtain a minimum of one quotation for purchases between AED 1,500 to AED 10,000. c) No quotations needed for purchases up to AED 1500 which will be routed through petty cash.
Please note:
There is no documented approval from senior management for the above practice. Only verbal approval in place.
Comparative Analysis Sheet will be prepared only for purchases as per the discretion of the Procurement Manager. In most cases, quotations will be attached to the Purchase Order for scrutiny and approval.
All Original Equipment Manufacturer (OEM) vendors and Custom products - single source
📌 8. Comparative Analysis & Purchase Order (2 Slide)
4) Store Supervisor will initiate all the 'Raw Material PO' after obtaining approvals and confirming the PO pricing details from the Procurement Manager. Store Supervisor will contact the vendor and send the delivery schedule (only for raw materials). All other type of PO's are handled by Procurement Team.
3. Maintain Price and Compare Supplier Quotation in SAP
4. Create Purchase Order in SAP.
Note: RFQ Printout can be attached in the respective PO.
📈 Workflow Integration: 1, 2 & 3 N/A, 4. Multi Level as Per Workflow📋 Executive Comment:
1. N/A
2. SAP
3. a) Completely to be managed in SAP b) Document upload option to be there.
4. Please follow the KDS documentation for workflow.
✅ Aligned with SAP
📌 9. De-activation of vendor
🔧 Step 1: 1) Upon analysis the vendor transaction, if Procurement Manager finds that vendor has repeatedly compromised in terms of:
a) Quality of the product b) Terms of delivery etc.
🔧 Step 2: The Procurement Manager may request Account Department to De-Activate the vendor in the system.
Please Note: There is no documented and approved procedure in place for this. Currently de-activation is implemented by Account Department upon request from Procurement Manager
📈 Workflow Integration: N/A📋 Executive Comment: Work flow to be defined in the system
✅ Aligned with SAP
📌 16. Vendor Reconciliation
🔧 Step 1: Accounts Payable Accountant will contact the vendor for Statement of Account (SOA)
🔧 Step 2: Reconcile the SOA provided by the Vendor with ADRC GL
🔧 Step 3: Investigate and rectify variance (if any).
💻 System: Partially
✅ Implemented: ✔️
👥 Approver(s):
🧭 Involved: Accounts Payable Accountant
⚠️ SAP Mapping Notes: Advance Payment document should be created in SAP.
📈 Workflow Integration: Multi Level can be configured in SAP.📋 Executive Comment: Please provide a common agreed template for the vendors to populate the transactions and facilitate auto reconciliation.
✅ Aligned with SAP
📌 17. Vendor Payment
🔧 Step 1: Vendor payment process as per the 'Accounts Payable Pre-SOP Documentation' will trigger. Please refer Accounts Payable document.
💻 System: Partially
✅ Implemented: ✔️
👥 Approver(s):
🧭 Involved:
⚠️ SAP Mapping Notes: Refer Accounts Payable document
📈 Workflow Integration: 📋 Executive Comment:
✅ Aligned with SAP
📌 18. Vendor Advance
🔧 Step 1: Vendor raises Proforma Invoice as per the payment terms of the PO/Contract for an advance payment.
🔧 Step 2: Accounts Payable accountant will verify the Proforma Invoice and prepare an Advance Payment Request.
🔧 Step 3: Accounts Payable Accountant will obtain approval of Senior Accountant, Procurement Manager and Finance Manager on the advance payment request.
🔧 Step 4: Payment will be processed after obtaining approvals as per current practice of delegation of authority.
Please Note: Only in exceptional cases of custom items only advance payment will be entertained. There is no process of obtaining bank guarantee for advance payment as no supplier provides the same.
💻 System: Partially
✅ Implemented: ✔️
👥 Approver(s): Senior Accountant, Procurement Manager, Finance Manager, General Manager
