PURCHASING DEPARTMENT
Purchasing Department or Material planning & purchasing department, It is a department that has responsibilities to purchase all materials for production and also equipments to the factory. The staffs in this department must have negotiation skill about materials affordable cost with the suppliers from outside the factory. It also should meets the needs of users or departments and not to lost the factory benefits from purchasing. The staffs are divided to take care 1 suppliers per 1 staff to make more faster of purchasing, document management and the negotiation.
Purchasing processes can be divided in several categories by dividing according to the staffs' skill and experience in each person. There are general purchasing that has a duty to purchase materials, equipments for production, and other office equipments from both domestic and international suppliers.
WORKING PROCESS(For direct materials)
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The purchasing staff will examine list of materials in Microsoft Dynamics Ax 2012 program in a purchase request option. The list of materials is sent from the the Production Planning department that accumulate all of materials' list which must purchase more from the Inventory & Stock departments.
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Then, the purchasing staff will inform a purchasing order to the suppliers and issue a purchase order document which specify name of materials, its value, amount required, and exporting due date.
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This process happens every day and the shipping must be punctual on due date in the order document. If there are some mistake about purchasing, the staff will notify the problem to the Production planning department to inform that the materials might be delay to the Pre-production department and also notify to the Import department that must negotiate about the mistake with the shipper. But if there is no any mistake or problem, when the products have been arrived into the destination country, the purchasing staff will inform the Import department to check the shipment detail of the shipping company issue an export declaration to the Thai customs to release the imported products and confirm the material shipment will arrive to the factory to the Production planning department.
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After that, the QA & QC department will bring all materials to examine its quality before store to the Inventory & Stock department. If there are some damaged products, the QA & QC department will notify the problem to the Purchasing department that the materials quality are fail the examination process. The purchasing staff must inform the mistake to the suppliers and make an agreement about reduce the damaged materials cost out of the purchasing order and reorder the missing amount. But if there is no any problem it means the purchasing process was completed and the purchasing staff will bring all purchasing documents to the Accounting & Finance department to make a payment at the due date as agreed by transferring through a bank expenses.
WORKING PROCESS(For indirect materials)
In the case that the Production department need more equipment for production, that department will notify the equipment required to the Inventory & stock department to issues equipment purchasing order and send to the Purchasing department by specifying name of materials and amount required by using a purchasing form which give out to each production department both pre-production and post-production. Then, the purchasing staff will inform the purchasing order to the related suppliers. After this process, the rest process is the same as direct materials purchasing process
