Order Confirmation and Follow-up – Standard Operating Procedure
1) Purpose
To establish guidelines for confirming purchase orders and ensuring timely follow-up to maintain effective communication and order fulfillment within the pharmaceutical purchase department.
2) Scope
This SOP applies to the confirmation and follow-up process for purchase orders issued by the pharmaceutical purchase department.
3) Responsibilities
Purchasing Team: Responsible for confirming purchase orders and following up with suppliers.
Finance Team: Responsible for confirming financial aspects of orders.
4) Procedure
4.1) Order Confirmation:
4.1.1) Send purchase orders to suppliers via approved communication channels.
4.1.2) Obtain confirmation of order receipt and acceptance from suppliers.
4.2) Confirmation Review:
4.2.1) Review supplier confirmations against purchase order details and terms.
4.2.2) Address any discrepancies or issues with suppliers promptly.
4.3) Delivery Schedule Verification:
4.3.1) Verify agreed-upon delivery schedules with suppliers.
4.3.2) Confirm delivery dates and any special instructions.
4.4) Follow-up Communication:
4.4.1) Monitor order status and proactively follow up with suppliers to ensure on-time delivery.
4.4.2) Communicate any changes or updates to purchase orders promptly.
4.5) Documentation and Records:
4.5.1) Maintain records of order confirmations, communications, and follow-up activities.
4.5.2) Ensure compliance with documentation requirements and reporting timelines.
5) Abbreviations, if any
N/A
6) Documents, if any
- Purchase Order Confirmations
- Communication Logs
- Delivery Schedule Records
7) Reference, if any
Regulatory Guidelines: FDA CFR Part 211.22, ICH Q7
Industry Standards: ISO 13485:2016
8) SOP Version
Version 1.0
