Understanding procurement: a beginner's guide. Mastering purchasing: key concepts and practices

"Закупки" на английском языке переводятся как "procurement" или "purchasing". Эти термины используются для описания процесса приобретения товаров или услуг. Вот пример подробного описания закупок на английском языке:


Procurement Process Overview:

Procurement, also referred to as purchasing, is a fundamental aspect of any organization's operations. It involves the systematic process of acquiring goods and services required to meet the needs of the organization, whether for internal use or for resale. The procurement process typically encompasses various stages, from identifying the need for a particular item to its final delivery and payment. Here's a detailed breakdown of the procurement process:


1. Need Identification:
The procurement process begins with the identification of a need within the organization. This need could arise due to various factors such as depleted inventory levels, upcoming projects, or replacement of outdated equipment. The relevant department or individual assesses the requirements and initiates the procurement process accordingly.


2. Planning and Budgeting:
Once the need is identified, the procurement team or department develops a comprehensive plan outlining the specifics of the required goods or services. This includes defining the quantity, quality standards, delivery timelines, and any other relevant specifications. Concurrently, budgetary considerations are taken into account to ensure that the procurement activities align with the organization's financial constraints and objectives.


3. Vendor Selection:
After the planning stage, the procurement team initiates the vendor selection process. This involves identifying potential suppliers or vendors capable of fulfilling the requirements outlined in the procurement plan. Factors considered during vendor selection may include vendor reputation, pricing, product quality, delivery capabilities, and contractual terms. Requests for proposals (RFPs) or invitations to tender (ITTs) may be issued to solicit bids from interested vendors.


4. Negotiation and Contracting:
Once suitable vendors are identified, negotiations ensue to finalize the terms and conditions of the procurement contract. This stage involves discussions on pricing, payment terms, delivery schedules, warranties, and other relevant aspects. The goal is to reach mutually beneficial agreements that meet the needs of both parties while mitigating risks and ensuring compliance with applicable regulations.


5. Purchase Order Issuance:
Upon reaching an agreement with the selected vendor, a purchase order (PO) is issued. The PO serves as a formal document outlining the specifics of the transaction, including the items or services ordered, quantities, prices, delivery dates, and any other relevant terms. It acts as a legally binding contract between the buyer and the supplier, providing clarity and accountability throughout the procurement process.


6. Fulfillment and Receipt:
Once the purchase order is issued, the vendor proceeds with fulfilling the order as per the agreed-upon terms. This involves manufacturing, packaging, and shipping the goods or providing the specified services within the stipulated timeframe. Upon receipt of the goods or services, the receiving department verifies the delivery against the purchase order to ensure accuracy and quality compliance.


7. Inspection and Acceptance:
Following receipt, the received goods or services undergo inspection to ensure they meet the specified requirements and quality standards. Any discrepancies or defects are documented and addressed through the established channels, such as returns or corrective actions. Upon satisfactory inspection, the goods or services are formally accepted, signaling the completion of the procurement process.


8. Invoice Processing and Payment:
Once the goods or services are accepted, the vendor submits an invoice for payment. The accounts payable department verifies the invoice against the corresponding purchase order and receipt documentation to ensure accuracy and compliance. Upon approval, payment is processed according to the agreed-upon terms, completing the financial aspect of the procurement transaction.


9. Performance Evaluation:
After the completion of the procurement process, it's essential to conduct a thorough evaluation of vendor performance. This involves assessing factors such as adherence to contract terms, product quality, delivery reliability, responsiveness to inquiries, and overall satisfaction. Feedback gathered from various stakeholders helps in identifying areas for improvement and informing future procurement decisions.


10. Recordkeeping and Documentation:
Throughout the procurement process, meticulous recordkeeping is maintained to ensure transparency, accountability, and compliance with regulatory requirements. This includes documenting all communication, contracts, purchase orders, invoices, receipts, and other pertinent information associated with each procurement transaction. Proper documentation facilitates audits, reporting, and analysis, aiding in informed decision-making and continuous process improvement.


Conclusion:
In conclusion, procurement plays a pivotal role in the efficient functioning of organizations by facilitating the acquisition of goods and services necessary for their operations. By following a structured procurement process encompassing planning, vendor selection, contracting, fulfillment, and evaluation, organizations can optimize their resource allocation, mitigate risks, and achieve their strategic objectives effectively. Effective procurement management contributes to cost savings, operational efficiency, and overall organizational success.