Purchase Order Creation – Standard Operating Procedure
1) Purpose
To establish guidelines for creating and issuing purchase orders to ensure timely and accurate procurement of materials and services.
2) Scope
This SOP applies to all purchase order creation activities within the pharmaceutical purchase department.
3) Responsibilities
Purchasing Team: Responsible for creating and issuing purchase orders.
Finance Team: Responsible for verifying budget availability.
4) Procedure
4.1) Purchase Requisition Review:
4.1.1) Receive approved purchase requisition from requesting department.
4.1.2) Verify details such as item specifications, quantities, and budget allocation.
4.2) Supplier Selection:
4.2.1) Select appropriate supplier based on predefined criteria.
4.2.2) Consider factors such as price, quality, and delivery terms.
4.3) Purchase Order Preparation:
4.3.1) Generate purchase order using standardized template.
4.3.2) Include necessary details: supplier information, item descriptions, quantities, and delivery dates.
4.4) Order Review and Approval:
4.4.1) Review purchase order for accuracy and completeness.
4.4.2) Obtain required approvals as per delegation of authority.
4.5) Order Issuance:
4.5.1) Distribute finalized purchase order to supplier.
4.5.2) Confirm receipt and understanding with the supplier.
5) Abbreviations, if any
N/A
6) Documents, if any
- Standard Purchase Order Template
- Approved Purchase Requisitions
- Communication Log with Suppliers
7) Reference, if any
Regulatory Guidelines: FDA CFR Part 211.84, ICH Q7
Industry Standards: ISO 13485:2016
8) SOP Version
Version 1.0