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Neeraj Lal Vice President Shalby Hospitals

Various types of purchases are:

1)One time purchase: Mainly for the larger items or expensive equipments. Once purchase is made, supplier' s obligations are over after warranty and guarantee period. 2)Fixed time contract: Contract period varying from one to three years is fixed up with suppliers. In this, supplier are obliged to give the items at the rate fixed up at the time of entering into contact.

3)Deferred payment:If the hospital

doesn't have adequate funds at the time of purchase, only part payment is made. Remaining amount is paid in specified installments within specified period.

4)Leasing: Hospital can utilize the equipment without purchasing by taking it on lease. Period for leasing, payments, rates etc. are worked out before entering into contract.

Lease and purchase: After leasing and using the equipment for some time, it can be purchased by paying the required amount.

6) Buy Back: Old equipment of the some company and at times even of another company is taken away by the supplier who gives proportionate discount for purchasing new equipment.

Steps involved in purchase:

Detailed specifications are prepared using

unambiguous language. List of suppliers, their address, capabilities, past experience and reputation is updated. Enquires can be a) directly to the vendors b) quotations are invited c) tenders are invited by public advertisement d)global tenders can be invited. Tender conditions, supply period, time limit etc. must be clearly mentioned. Sealed envelope containing offers can be received as one common envelope.

Envelopes are opened in presence of

authorized persons or authorized committee. Comparative Statements mentioning following details is prepared. Name of the supplier Details of specifications Basic Price Taxes, levies, installation charges Freight and insurance charges Payment terms Delivery period Terms & conditions

All the responsive offers are discussed at

the purchase committee and final decision is taken after necessary negotiation. After satisfactory demonstration and confirmation, all the required documents submitted and formal order is placed. If the item is to be imported, following documents are required. License Product literature and proforma invoice Custom duty exemption (CDE) Not manufactured in India certificate (NMIC)

- Consider the following points :-

Effective Purchasing:

Local suppliers are preferable to outstation suppliers because of ease of personal discussion & setting disputes. Prepare a list of vendors for each item based on their reputation. When possible, procure directly from manufacturers rather then trading firms. Avoid suppliers who insist on advance payment. As incorrect supplies cannot be rejected after taking delivery of the consignment, do not accept supplies through VPP & negotiation of documents through bank.

Receipt & Pre acceptance check:

Receive the materials at a specified receiving area. At the point of delivery, cheque each item physically & count against suppliers in voice or packing challan. Cheque physical condition of materials. Tearing down unitized load & restructuring them make handling & storage timeconsuming. Visual demand inspection must be as extensive as economically possible.

If damage is detected, the transporter & vendor must be notified immediately, the load must be left intact for their review. Carry out a cheque against the purchase order. Notify purchase section of any discrepancies immediately. Carry out basic documentation immediately, i.e. day-book & inward goods register.

Thank You

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