Purchasing process

The purchasing process is the standard procedure for ordering processes. It begins with a requirement that ARTS Solutions cannot cover with internal resources. The end of this process is marked by the satisfaction of the existing demand.

This prevents a supplier from delivering goods that do not meet the quality requirements of ARTS Solutions due to missing, incomplete or incorrect information. The following principles must be observed:

• Orders always from confirmed suppliers

• clear and complete specification of the goods ordered

• Compliance with legal regulations

• Specification of delivery date and order quantity

• written order

These procedural instructions apply equally to the purchase of personnel and services.

Applies to the procurement of quality-relevant products and services (this excludes the procurement of office supplies and the infrastructure services provided by the ARTS Group.)

• Responsibility: Project Manager

• The requirement requirement is derived from the customer requirements (specification sheet).

• The requirement requirement must contain the following information

• • Exact designation / description of the required material, the required service or the required personnel

  • required quantity

  • date of delivery

  • Place of delivery

• In the case of services and personnel, these are supplemented by

• • Qualification requirements

  • Availability requirements

  • Attitude model

• Responsibility: Project Manager  
  

• Based on the requirement request and the supplier pool, it is checked whether a suitable supplier is already available.

• The employee is obliged to regularly consider current market development trends, special or entry-level offers, which requires a supplier assessment and the inclusion of supplier discussions.

• If there is no suitable supplier, a supplier selection is made, which is described in the Supplier selection process.

• For orders that exceed a value of € 30,000, at least 3 suppliers must be available. This is an exception to this

• • staff

  • Suppliers specified by the customer

  • Monopolists

• Responsibility: Project Manager

• As a rule, offers are to be obtained from 2 relevant suppliers. An exception to this is, for example, recruitment.

• Responsibility: Project Manager

• The offers obtained are compared with the requirements based on the specified criteria. If the requirements are not met, the offer will be excluded.

• In the case of recruitment, this is done through a two-stage applicant selection.

• Responsibility: Project Manager

• A cost-benefit analysis is carried out as a basis for decision-making for the relevant offers. The main factors here are the price and the delivery time.
  

• Responsibility: Project Manager

• Orders are generally placed in writing by letter, fax or email. Routine orders from call-off contracts can also be processed by telephone.

• When ordering by telephone, all relevant order data must be recorded in writing by the employee.

• The order data is stored by the employee in such a way that he can continuously monitor the order.

• After the order has been sent, the order confirmation is usually requested or obtained from the supplier in order to ensure receipt and to avoid misunderstandings from the outset.

• When drawing up contracts, the general terms and conditions of purchase are to be applied. 

• Before framework contracts are concluded or new dealers are admitted, the QMB must be involved in the examination of the contracts. 

• Responsibility: Project Manager

• After receipt of the ordered goods, the employee compares the order with the delivery note or the waybill.

• In the event of discrepancies, the employee must clarify these with the supplier. If this clarification takes place by telephone, the employee must record the matters discussed in writing.

• If the delivery involves a tool, the process instruction for tool receipt must be observed.

• Responsibility: Project Manager

• After receipt of the invoice, the employee checks the invoice amount as well as the quantity and execution using his order documents (price lists, order confirmation, etc.).

• If the invoice is in order, it is confirmed to the accounting department. In the event of discrepancies, the employee must clarify with the supplier.

• Finally, the employee uses the form to assess the delivery and the supplier.