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,