Every Purchasing person is responsible to organize their workload.
The purpose of this SOP is to make sure that every Purchasing person organizes the workload in a certain way that eliminates the possibility of missed and unreplied tasks. The company's success depends on the efficiency of Purchasing and Sales Depts., and the ability of every staff member to handle their responsibilities.
1. When a task is received in the Inbox, it must be read. Every task must be read, regardless of who it is addressed to.
2. All tasks addressed to Purchasing Person must be evaluated (Purchasing Person must make sure that the task is clear and understandable). If the task is not clear, Purchasing Person has to immediately ask Salesperson either via task or chat message for clarification.
3. Check Priority of the task (1/2/3) and decide how to handle it:
Priority 1: has to be started on immediately and is most urgent to give a reply.
Priority 2: has to be started on right after Priority 1 tasks are done.
Priority 3: has to be started on after higher priority tasks, however, should not get ignored or forgotten.
4. The tasks that have not been started on have to be moved to the folder "P1".
5. The tasks that have been started on and are waiting for manufacturer's reply have to be moved to the folder "Waiting for Factory".
6. The tasks that have been started on after they were already in the folder "P1" have to be moved to the folder "Waiting for Factory".
7. Both folders have to be checked every day.
8. The tasks that have been replied to have to be deleted.
9. All tasks received in the Inbox and not addressed to Purchasing Person can be deleted right after they are read.
10. Every day Purchasing Person has to countinuously sort out the Inbox and make sure to have an up-to-date list of relelvant tasks in "P1" and "Waiting for Factory" at any time of any day. The folders have to be checked every morning to identify the pending tasks.
1. Every morning Purchasing Person has to check Activities. Refer to an SOP for details on what Activities are and how to use them:
Chatter SOP.
2. Activities can be checked through the top right clock icon.
● First, ‘Today’ activities are to be checked. Assignee is to perform the relevant actions to complete the activities or send a task to request more time.
● Second, ‘Late’ activities are to be checked. Assignee is to perform the relevant actions to complete the activities.
4. Overdue activities must be attended to, assignee has to either request more time via task with the short description of the reason of delay, or mark the activity as done if it is completed. Assignee is responsible to keep activities clean. Activities must be up-to-date and reflect only the uncompleted tasks.