This template is a model regulation for companies. It is based on a typical distribution of tasks between the organizational units involved

1. the central purchasing department,
2. the users (including investment planning and project management),
3. with strategic responsibility (product development, sales/marketing, corporate controlling),
4. for cross-sectional functions (technology/standardisation, technical experts, budget managers) and the
5. Accounting and Finance.

For these departments, over 180 paragraphs define their responsibilities for

1. the phases of the purchasing process
   • purchase requisitions, purchase orders with inquiries and invitations to tender, quotation processing, negotiation of conditions, award decision, purchase order posting, order monitoring, goods receipt, invoice verification, payment settlement and archiving and for
2. overall purchasing functions
   • Strategic purchasing policy, purchasing controlling, supply planning, warehouse management, master data management, scenarios, outline agreements, purchasing via the Internet, financing, account assignments. 

Furthermore, the template contains more than 65 paragraphs that set out the basic requirements for

• the process of target setting for purchasing - see attachment 1, with guidelines for target setting processes for purchasing,
• regularity: principle of dual control, signature rules, effectiveness of control systems, risk management - see attachment 2
• the selection of suppliers - the application of ethical criteria, rules on non-discrimination and the prevention of corruption, and
• an integrated IT solution.

The final articles contain the implementation actions. Attachment 2 contains 15 pages of definitions, including key points on the organizational structure of a purchasing department and a procedure for risk analysis for purchasing.

Document data: 1 MS-Word file with 51 pages, 690 kB