PUR-005 Material Purchasing Information Record and Source List

Material Purchasing Information Record and the Source List links between Purchasing and the creation of a Purchase Order for inventories and non-Inventories.

The Purchasing Information Record (Form-220) is created to record data about Approved material, Code, Approved vendors, Approved Manufacturer, Standard pricing, Current pricing details and GMP agreement no as a reference. This record is used to link a material with an approved vendor.

1. The Procurement Associate upon notification from Planning Department and/or Technical Service and QA dept. creates the Purchasing Information Record and Source List.  This advice must include the Material Code, Approved vendor and/or Manufacturer and any other information that may be relevant to that code.  The Procurement Associate must do this every time a new material is added to the inventory and every time a vendor is changed as the approved vendor. Procurement must notify Finance of the Purchase Price so the std. cost can be prepared.

2. Ownership of the Purchasing Information Record and Source List rests with the Procurement Department, and only the Procurement Associate has responsibility to create and edit the record when needed.

3. Details of current purchase prices are maintained in the Purchasing Information Record.  When a change of price is notified to Procurement, details of the new price, and the date it becomes effective, should be entered directly into the record.

Summary of Changes