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1. Running head: PROCUREMENT PROCESS 1
Procurement Process
Name
Institution Name

2. PROCUREMENT PROCESS 2
Procurement Process
The process of purchasing goods may seem long and arduous for a new employee in the
procurement department. However, this procedure only requires some practice and experience to
get accustomed with it. The steps to be followed to make successful purchases are outlined
herein and the omission of any may lead to an incorrect procurement. Therefore, it is imperative
that as a procurement officer one should confirm that they have adhered to each operation.
The first and obvious step is to identify the need for a specific good. This part of the
procurement is easy since the other departments submit requests for items they require.
Secondly, the acquisition officer should examine the supplier options that are available.
Typically, the company has approved distributors for specific items. The officer should then look
for the company offering the best price for the required goods to commence the purchase.
Additionally, most of the vendors offer discounts when products are bought in large quantities.
Therefore, this aspect should be factored in the decision to pick a supplier, whereby the one with
the highest rebate is to be picked.
After the vendor is chosen, the procurement officer should use a purchase order to buy
the goods required. This formal document is important in this step and also at the stage the
products are delivered. It highlights the cost, terms and conditions, and specifications of the item
that is to be delivered, as well as other special requirements concerning the goods. Next, the
purchase order is sent to the supplier via email, fax, or mail. After this, the procurement officer
should expedite the consignment. Usually, when the products are ordered, they are to be used
within a short time. As such, they are to be delivered as soon as possible, and this aspect should
be indicated in the purchase order. Nonetheless, the individual making the purchase should
follow up the consignment to ensure timely delivery of the goods.

3. PROCUREMENT PROCESS 3
Once the cargo is delivered, the officer should receive it for inspection. At this point, the
products are checked for any anomalies and whether they meet the required specifications. In
case any issues arise, and the good are damaged, or differ from what was order, these products
should be rejected. Then, a “three-way matching” (checking whether the purchase order,
receiving document, and invoice match) must be done before the goods are approved. Any
discrepancies in the records should be sorted out first before the next stage. Finally, when all the
aforementioned procedures are cleared, the supplier is paid their due, and the procurement
officer should maintain the record of the purchase by filing the documents used.
The process of buying goods may seem long and cumbersome. However, it only involves
three crucial steps: finding the appropriate vendor, making the order, and inspecting the goods at
reception. It is vital for procurement officers to adhere to every step to avoid purchasing the
wrong products. As earlier noted, with some practice and experience conducting the process, an
individual will be able to perform this procedure without difficulties.