QPR 13 Rev-01 Purchase Dept

Libra Techcon Limited Doc No.
: QPR / 13
QUALITY PROCEDURE Page : 1 of 7
Purchase Department (ISO9001 :2008 Clause No : 7.4)
Issue No. 01 Revision No. 02 (25/08/2015) Issue Date : 15/05/2009
1.0 PURPOSE:
1.1 To ensure that purchased product confirms to specified purchase requirement and in
accordance with documented quality procedure / standard specification.
1.1.1 To identify and approve potential suppliers for the materials (including equipments and
bulk items)
1.1.2 To review the quotations received from suppliers
1.1.3 To issue the purchase order in consultation with project Department.
1.1.4 To ensure that supplier quality is maintained.
2.0 SCOPE:
This procedure is applicable for purchasing activities related to projects and pilot plant at R&D
centre.
For all other purchases / services, respective departments float enquiries to suppliers for the
required material / service, receive and scrutinize various quotations received and place order
on the selected supplier. These purchases may include stationary, various maintenance and
work contracts related to establishment, courier services, purchases related to R&D laboratory
etc.
3.0 RESPONSIBILITY:
3.1 All Purchases related to Projects and Pilot Plant materials and services shall be routed
through Purchase department.
3.2 All P.Os for such purchases shall be signed by TWO authorized signatories.
3.3 Following are the nominated authorized signatories for such P.Os
3.3.1 Managing Director
3.3.2 President
3.3.3 Vice President (Projects)
R01 3.3.4 General Manager (Projects)
3.3.5 Manager (Purchase)
3.3.6 In event of any of the above positions being vacant, Managing Director /
President shall nominate alternate positions as Authorised signatories.
3.4 All pages of all the P.Os shall be initialed by Manager (Purchase)
3.5 The covering page of the P.O. shall be signed by two authorized signatories as per
following limits:
3.5.1 Up to Rs. 10 Lacs or equivalent foreign currency – Any two of Manager/Sr.
R01
Manager / GM (Projects) / VP (Projects) / President / MD
3.5.2 Above Rs. 10 Lacs but not exceeding Rs. 50 Lacs or equivalent foreign currency
– Any one of GM (Projects) + Any one of VP (Projects) / President / MD
3.5.3 Above 50 Lacs but not exceeding Rs. 1 Crore or equivalent foreign currency –
VP (Projects) + Any one of President / MD
Office: 805/806, Hallmark Business Plaza, Gurunanak Hospital Road, Bandra (E), Mumbai 400051 Tel.: 91-22-40940500, Fax: 91-22-40940590, E-Mail- libra@bom3.vsnl.net.in
R & D Centre : A-167, TTC, MIDC, Khairne, Navi Mumbai- 400 709 Tel.:91-22-40896200, Fax: 91-22-27782480, E-Mail- admin@libratechcon.com
Libra Techcon Limited Doc No. : QPR / 13
3.5.4 Above Rs. 1 Crore or equivalent foreign currency – President + MD

3.5.5 If necessary, MD may singularly sign P.O. of any value.
3.5.6 Authority and Responsibility:
Sr. Designation Responsibility Authority

No.
1. Manager - - Conceptualization & Planning of - P.O. signing authority as per
Purchase Purchase activities. clause 3.3 above
- Preparing purchase budgets and - Approving leave applications
targets. of whole department
R01 - Negotiating purchase conditions for - Recommending leave
specific purchases / high value applications of subordinates.
purchases.
- Maintaining overall cost control of
bought out items
- Generation and presentation of MIS
reports
- Resolution of Non Conformities
- Implementation and execution of
purchase plans
- Review of Comparative statements.
- Review of supplier registration and
feedbacks.
- Review of Purchase orders prepared
by Purchase assistant.
- Review of Purchase requisitions
received from various departments
and lining up procurement activities.
- Maintaining approved and black
listed suppliers list.
2 Jr. Officer - Preparation of comparative

Procurement/ statements
Purchase - Preparation of purchase orders
Assistant - Coordinating supplier registration
forms etc.
- Maintaining various registers of the
department.
4.0 PROCEDURES:
4.1 For Project / Pilot Plant purchases:
4.1.1 Project Engineers float enquiries to suppliers for the required equipments
4.1.2 Quotations received from respective suppliers are passed on to Purchase
department along with a purchase requisition (in format no. LTL/PUR/FM/03) for
making a comparative statement. If the price of the product / service is the same
as per the last purchase, quotation is not a must. Purchase requisition need not
be made against Bill of Material received from clients.
4.1.3 Comparative statement is prepared by the Purchase Engineer / Assistant and
approved by Purchase Manager
4.1.4 The comparative statement is discussed with the project head and supplier is
selected based on various parameters including conformity to required
specifications, quality, delivery, price etc.
4.1.5 Purchase order is prepared by purchase engineer / assistant and approved by
purchase manager
4.2 For Approval of new suppliers:
4.2.1 Approval process is also carried out for admin department.

4.2.2 New suppliers are required to fill in the vendor registration form.
4.2.3 Information available on the registration form is verified from various sources
and visit, if necessary is made to supplier’s facilities, site etc.
4.2.4 After necessary checks and verifications, the supplier is included in the
approved vendor list. If Supplier(s) are client/customer approved, then no need
to fill the supplier registration form. There is no need to make comparative
statements for cost of material upto Rs. 50,000/-
4.2.5 In case supplier is not in approved list and the material is urgent, Purchase Order
approved by President is sent to the party and such supplier will be regularized
as approved supplier after satisfactory receipt and inspection of supplied
material
4.2.6 For specific projects, suppliers approved by the client are included in the
approved supplier list for that specific project only. For other projects, the
supplier may be included in the general approved list based on its performance
in the said specific projects.
4.3 For evaluation of existing suppliers
4.3.1 Supplier performance is evaluated after completion of each project. There is no

need to carry out supplier performance if the order value is below Rs. 50,000/-
This evaluation is carried out by respective department in format no:
LTL/PUR/FM/10. Supplier performance will not be carried out if the vendors

are approved by client. (Rev R2)
4.3.2 Suppliers may be black listed for any breach of conditions for a particular order
or for series of misconducts over a period of time. Authority for Black listing
lies with the authorized signatories as listed in clause 4.3 above. Any two of the
listed signatories may jointly black list a supplier.
4.3.3 A black listed supplier may be restored back to approved suppliers list only by
an authority senior to both the signatories who have black listed the supplier.
4.3.4 A black listed supplier has to re register afresh in the approved suppliers list by
following the complete procedure for new supplier registration.
4.4 For Non Conformity
4.4.1 Non Conformity may be raised in event of :

4.4.1.1 Supply of Material not confirming to P.O. specs: Such Non conformity can
be raised by Project department and in such a case, Purchase department may
take decision to deal with the NC in manner best suited to the over all
project.
4.4.1.2 Delayed Delivery: Such non conformity can be raised by project department
and in such a case Project department may take decision to deal with the NC
in manner best suited to the Project
4.4.1.3 Deviation from P.O. Terms: Finance department’s view is taken into
consideration before action is taken to rectify the NC.
4.6 Numbering Formats
4.6.1 Purchase Order Number Format
LTL-XXXX-YYY-ZZZ-R_
5th alpha code designates revisions (if any)

4th section designates PO number
3rd section designates engineer responsible
2nd section designates Project series
1st 3 letters designate Libra Techcon Ltd.
4.6.2 Purchase Requisition Number Format
XXXX-YYY-ZZZ-R_
4th alpha code designates revisions (if any)

3rd section designates PR number
nd
2 section designates person responsible
1st section designates Project / Dept series
4.7 Purchase Department interaction:
Project
Department
Feedback / evaluation
Purchase Requisition
Non Conformities
P.O. finalization
including comp.
statement
Supplier
Supplier Registration
Conflict resolution Purchase Requisition

Supplier Purchase R&D
Department Department
PO and Invoice /
commercial
documentation
Purchase Requisition
Historical Pricing
Business
Development
Department
Engineering
Department
5.0 REFERENCES:
Quality System Manual: QSM 01

6.0 RECORDS:
Sr. Name of Record Doc No. File Name Maintaine Maintain Retention
No. d by ed At Period
1 Supplier Registration LTL/PUR/ Supplier Purchase Purchase Till new made
Form FM/01 Registration Assistant Dept.
Form
2 Approved Supplier LTL/PUR/ Approved Purchase Purchase Till new made
List FM/02 Supplier List Manager Dept.
3 Purchase Requisition LTL/PUR/ Purchase Purchase Purchase 2 years after
FM/03 Requisition Assistant Dept. Project
completion.
4 Supplier LTL/PUR/ Supplier Purchase Purchase Till Project
Comparative FM/04 Comparativ Assistant Dept. completion.
Statement e Statement
5 Purchase Order LTL/PUR/ Purchase Purchase Purchase 2 years after
(projects) FM/05 Order Manager Dept. Project
(projects) completion.
6 Commercial Terms LTL/PUR/ -- Purchase Purchase Till new made
& Condition FM/06 Assistant Dept
7 General Terms & LTL/PUR/ -- Purchase Purchase Till new made
Conditions FM/07 Assistant Dept
8 P.O. for small Value LTL/PUR/ P.O. for Purchase Purchase 2 years after
(value < Rs. 5,000) FM/08 small Value Assistant Dept Project
(value < Rs. completion.
5,000)
9 P.O. Register LTL/PUR/ P.O. Purchase Purchase 2 years after
FM/09 Register Assistant Dept Project
completion.
10. Supplier LTL/PUR/ Supplier Purchase Purchase Till new made
Performance FM/10 Performance Manager Dept
11. Black Listed LTL/PUR/ Black Listed Purchase Purchase Till new made
Supplier list FM/11 Supplier list Manager Dept
12. Cheque Register LTL/PUR/ Cheque Purchase Purchase 2 years after
FM/12 Register Assistant Dept Project
completion.
13. ABG/PBG/INVOIC LTL/PUR/ ABG/PBG/I Purchase Purchase 2 years after
E Register FM/13 NVOICE Assistant Dept Project
Register completion.
14. Non Conformity LTL/MR/ Non Purchase Purchase 2 years after
Product Format FM/08 Conformity Assistant Dept Project
Product completion.
Format

QPR 13 Rev-01 Purchase Dept

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QPR 13 Rev-01 Purchase Dept

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Libra Techcon Limited Doc No.

3.5.4 Above Rs. 1 Crore or equivalent foreign currency – President + MD

3.5.6 Authority and Responsibility:

Sr. Designation Responsibility Authority

2 Jr. Officer - Preparation of comparative

4.1 For Project / Pilot Plant purchases:

4.2 For Approval of new suppliers:

4.2.1 Approval process is also carried out for admin department.

4.3 For evaluation of existing suppliers

4.3.1 Supplier performance is evaluated after completion of each project. There is no

LTL/PUR/FM/10. Supplier performance will not be carried out if the vendors

4.4 For Non Conformity

4.4.1 Non Conformity may be raised in event of :

4.6 Numbering Formats

4.6.1 Purchase Order Number Format

5th alpha code designates revisions (if any)

4.6.2 Purchase Requisition Number Format

4th alpha code designates revisions (if any)

4.7 Purchase Department interaction:

Conflict resolution Purchase Requisition

Quality System Manual: QSM 01

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