What is Procurement?

Procurement plays a pivotal role in the success of any organization. It involves the acquisition of goods, and services, and works to meet the organization’s needs efficiently and effectively. In today’s competitive business landscape, understanding the intricacies of procurement is essential for sustainable growth. This blog post will delve into the various aspects of procurement, including its definition, the procurement process, types of procurement, procurement strategies, metrics and key performance indicators (KPIs), procurement software, and the importance of sustainable procurement.

What Is Procurement?

Procurement refers to the process of sourcing and acquiring goods, services, and works from external suppliers to fulfill organizational requirements. It encompasses activities such as identifying needs, selecting suppliers, negotiating contracts, and managing supplier relationships. The ultimate goal of procurement is to obtain the best value for the organization while ensuring the quality and timeliness of the acquired goods or services.

The Procurement Process: How It Works

A procurement process is a systematic approach that involves several steps to ensure the efficient and effective acquisition of goods, services, and works. Let’s explore the 10-step procurement process in detail:

1. Identify business needs: The first step in the procurement process is to identify the business’s specific requirements. This includes understanding the goods or services needed, quantity, quality specifications, delivery timelines, and any other relevant considerations. The identification of business needs serves as the foundation for the subsequent steps in the procurement process.
2. Submit purchase requisition: Once the business needs are identified, a purchase requisition is created. The requisition includes details such as the item description, quantity, specifications, and any other relevant information. The requisition is then submitted to the procurement department or the appropriate authority for review and approval.
3. Source and compare suppliers: After receiving the approved purchase requisition, the procurement team initiates the sourcing process. This involves identifying potential suppliers who can meet the business requirements. The procurement team may conduct market research, issue requests for proposals (RFPs) or requests for quotations (RFQs), and evaluate supplier capabilities. The goal is to identify qualified suppliers who can offer competitive pricing, quality products or services, and reliable delivery.
4. Negotiate contracts: Once suitable suppliers are identified, negotiations take place to establish mutually beneficial terms and conditions. This includes negotiating the price, delivery schedules, payment terms, warranties, and any other contractual terms. The procurement team and the selected supplier engage in discussions to reach an agreement that meets the needs of the business while ensuring a fair and sustainable relationship.
5. Create purchase order: Once the contract negotiations are complete, a purchase order (PO) is generated. The purchase order serves as an official document that outlines the details of the purchase, including the item description, quantity, unit price, delivery date, shipping instructions, and payment terms. The PO is sent to the supplier to confirm the order and initiate the procurement transaction.
6. Receive invoices and manage orders: Upon the delivery of goods or completion of services, the supplier sends an invoice to the purchasing organization. The procurement team verifies the invoice against the purchase order and other relevant documents, ensuring that the invoiced amount aligns with the agreed-upon terms. Any discrepancies or issues are addressed and resolved through effective communication with the supplier. The procurement team also manages the overall order process, ensuring timely delivery and resolving any logistical or operational challenges that may arise.
7. Receive and assess goods and services: Upon receipt of the goods or completion of services, the procurement team inspects and assesses the quality and compliance with the agreed specifications. This may involve conducting quality checks, comparing the received goods against the purchase order, and seeking feedback from relevant stakeholders. Any discrepancies or non-compliance issues are documented and addressed in collaboration with the supplier.
8. Organize payment: After verifying the goods or services and ensuring their compliance, the procurement team initiates the payment process. This includes confirming the accuracy of the invoice, matching it with the goods or services received, and processing the payment according to the agreed-upon payment terms. Efficient payment processing ensures timely settlement, fostering positive supplier relationships and minimizing disruptions to the procurement cycle.
9. Maintain records: Throughout the procurement process, it is crucial to maintain accurate and comprehensive records. This includes keeping a record of purchase requisitions, purchase orders, supplier communications, invoices, payment details, and any other relevant documentation. Proper record-keeping facilitates transparency, aids in auditing processes, and provides a historical reference for future procurement activities.
10. Review suppliers and deal contracts: The final step in the procurement process involves reviewing the performance of suppliers and managing contracts. Regularly evaluating supplier performance ensures that they meet the agreed-upon standards and deliver as expected. Supplier reviews may involve assessing factors such as quality, timeliness, responsiveness, and adherence to contractual obligations. Based on supplier performance, organizations may decide to renew contracts, renegotiate terms, or seek alternative suppliers to improve overall procurement outcomes.

By following these ten steps in the procurement process, organizations can effectively manage their procurement activities, optimize supplier relationships, mitigate risks, and drive operational efficiency throughout the supply chain.

Types of Procurement

Procurement can be divided into four main types, each categorized based on the nature of the items or services being acquired and their purpose within the organization. These types are goods procurement, services procurement, direct procurement, and indirect procurement. It is common for procurement roles to involve a combination of two or more of these types.

Goods procurement involves the acquisition of physical or digital items, such as tools, raw materials, software, and finished products. It encompasses the management of the supply chain and optimization of inventory to ensure a smooth flow of goods.

Services procurement, on the other hand, focuses on the purchase of services provided by individuals or companies. This can include seeking business consultations, hiring labor for specific projects, obtaining legal and financial assistance, or arranging training programs for employees.

Direct procurement is specifically related to the purchase of goods or services that directly contribute to the production of a finished product. In manufacturing and production industries, direct procurement includes sourcing raw materials, components, and ingredients necessary for the manufacturing process. For physical retailers and e-commerce businesses, it involves buying bulk products intended for resale.

Indirect procurement covers the acquisition of goods and services that are not directly involved in the production process or the core business offering. This includes everyday consumables, safety equipment, warehouse renovations, advertising space, business consultations, and general maintenance services.

It is important to note that many procurement roles involve a combination of these types. For instance, a manufacturing company may engage in direct procurement to acquire raw materials and indirect procurement to obtain office supplies or maintenance services. Understanding the different types of procurement allows organizations to effectively manage their purchasing activities and ensure the smooth operation of their business.

Procurement Strategies

To optimize procurement processes and achieve desired outcomes, organizations employ various procurement strategies. Some commonly used strategies include:

• Cost reduction: This strategy focuses on minimizing procurement costs through negotiations, volume discounts, supplier consolidation, and process efficiencies. It aims to achieve cost savings without compromising quality.
• Supplier relationship management: Building strong relationships with key suppliers is crucial for long-term success. Organizations that adopt this strategy invest in developing collaborative partnerships, engaging in joint initiatives, and driving mutual value creation.
• Risk mitigation: Procurement strategies can also be geared towards mitigating supply chain risks. This includes diversifying the supplier base, implementing contingency plans, and establishing alternative sourcing options to ensure business continuity.
• Innovation and sustainability: Embracing innovation and sustainability as procurement strategies allows organizations to drive positive social and environmental impacts. This involves sourcing from suppliers with sustainable practices, promoting ethical sourcing, and supporting local communities.

Procurement Metrics and KPIs

Procurement metrics and key performance indicators (KPIs) are essential tools for businesses to measure and assess the effectiveness of their procurement processes. Here are five crucial metrics that organizations should consider:

• Undamaged shipment rate: This metric measures the percentage of orders received from suppliers that arrive without any damage. It indicates the reliability and quality of the supplier’s packaging and shipping practices. The formula to calculate the undamaged shipment rate is the total number of undamaged orders received divided by the total number of orders received, multiplied by 100.
• On-time delivery rate: This metric evaluates the supplier’s ability to deliver goods or services within the agreed-upon timeframe. It is calculated by dividing the number of on-time orders by the total number of orders from a specific supplier, multiplied by 100. A high on-time delivery rate indicates supplier reliability and helps organizations avoid disruptions in their operations.
• Cost of goods sold: This metric represents the total cost incurred by a business for all direct labor and materials used in the production of finished goods. It helps determine the profitability of the organization’s products. The cost of goods sold is calculated by adding the starting inventory to the purchases made during a specific period and subtracting the ending inventory.
• Purchase order cycle time: This metric measures the average time taken to process purchase requisitions and send purchase orders to suppliers. It reflects the efficiency of the procurement process. To calculate the purchase order cycle time, divide the number of days taken to process requisitions and send purchase orders to suppliers by the total number of purchase orders sent.
• Supplier accuracy: This metric assesses the supplier’s ability to fulfill purchase orders accurately, ensuring that the received items match the specifications mentioned in the purchase order. The supplier accuracy percentage is determined by dividing the number of accurate orders received from a specific supplier by the total number of orders from the same supplier, multiplied by 100.

By monitoring these procurement metrics and KPIs, organizations can identify areas for improvement, track supplier performance, enhance process efficiency, and make data-driven decisions to optimize their procurement activities.

Procurement software:

In today’s digital age, procurement software solutions have revolutionized the procurement landscape. These software platforms automate and streamline procurement processes, enhancing efficiency, transparency, and data-driven decision-making. Procurement software may include features such as supplier management, contract management, e-sourcing, e-procurement, and spend analytics.

Sustainable Procurement

Sustainable procurement focuses on integrating environmental, social, and ethical considerations into procurement practices. By sourcing from suppliers with sustainable practices, organizations can reduce their environmental footprint, support social initiatives, and enhance their reputation. Sustainable procurement strategies may include supplier audits, compliance monitoring, responsible sourcing policies, and engaging in circular economy practices.

Conclusion

Procurement is a critical function that influences an organization’s competitiveness, efficiency, and sustainability. Understanding the procurement process, implementing appropriate procurement strategies, measuring performance using relevant metrics, and leveraging technology through procurement software are key factors for success. Furthermore, adopting sustainable procurement practices aligns organizations with societal expectations and creates long-term value. By mastering the art of procurement, organizations can optimize their supply chains, enhance relationships with suppliers, and drive business growth in an increasingly competitive global marketplace.