The document outlines the key processes for purchases, invoices, payments, and inter-department requisitions at a company in Al Khobar, Saudi Arabia. It describes the various departments and approvals involved in preparing purchase requests and orders, receiving goods, reviewing documentation, and processing invoices and payments. Inter-department requisitions follow a process where departments request items that are fulfilled by central stores and approved by department heads.

1. Al Khobar – Saudi Arabia
By: Abbas Ahmed,
Deputy CFO

2. PURCHASE PROCESS

3. Purchase Order Process
Department
Accountings&
Finance
Management
Start
Prepare
Purchase
Request
Approval of
Purchase
Request
Receipt of
Purchase
Request
Obtain
Quotations
from Suppliers
Prepare
Comparison
sheet
Approval for
terms and
conditions
Prepare
Purchase
order
Approval of
PO
Submit PO to
Suppliers
Followup for
delivery
Review
Documentatio
n & Payables
ledger
End

4. INVOICE PROCESS

5. Invoice Processing
SupplierDepartmentManagement
Start
Delivery of
Goods/Services
Recording
into GL
(Liability)
Compare with
PO, DN,
Invoices
Audit for
Supporting
Documents
Review of
Documents,
GRN,
Approval
Obtain Approval,
set Copy in
Purchase file
End
Finance&
Audit
Receipts of
Goods/Services
along with DN,
Invoices
Goods
Technical
Inspections

6. PAYMENT PROCESS

7. Payment Processing
SupplierDepartmentManagement
Start
Prepare aging
Payment Sheet
Enclose recept
with PV
Review of
Documents,
Payment
Vouchers
End
Finance&
Audit
Review of due
amount (T&C)
from supplier
Update
Suppliers
Records
Obtain
confirmation &
Prepare cheque
PV & Cheque
Signed
Collection of
cheque & Issue
a receipt

8. INTER-DEPARTMNET
REQUISITION PROCESS

9. Inter Department Requisition Process
Medical &
Pharmaceutical
Store
Disposable
Store
ICU
Stock Controller
OR ER OPD Wards LTC C.S.S.D
Department
Requests
Nursing Supervisor
Stationery /
Office Supplies
Radiology
Laboratory
Internal Pharmacy
External
Pharmacy
Other All
Departments
DepartmentHead
Suppliers
Purchase
Department
Engineering
Items Store