Purchasing documents

Do purchasing documents clearly describe the product ordered and, where applicable, the on-site verification arrangements ... 

The standard requires that purchasing documents contain data clearlg describing the product ordered. 

The standard requires purchasing documents to include, where applicable, the type, class, style, grade, or other precise identification. 

The standard requires purchasing documents to include, where applicable, the title or other positive identification, and applicable issue of specification, drawings, process requirements, inspection instructions, and other relevant technical data, including requirements for approval or qualification of product, procedures, process equipment, and personnel. 

The standard requires the supplier to review and approve purchasing documents for adequacy of specified requirements prior to release. 

Prior to orders being placed the purchasing documents should be checked to verify that they are fit for their purpose. Again this requirement is appropriate to subcontracts but only if you submit your purchasing documents to your vendors. The extent to which you carry out this activity should be on the basis of risk and if you choose not to review and approve all purchasing documents, your procedures should provide the rationale for your decision. The standard does not require that the review and approval be documented. In some cases orders are produced using a computer and transmitted to the vendor directly without any evidence that the order has been reviewed or approved. The purchase order does not have to be the only purchasing document. If you enter pur-... 

The standard requires the supplier to specify verification arrangements and the method of product release in the purchasing documents where it is proposed that purchased product is verified at the subcontractor s premises. 

Where you have required your subcontractors to send a certificate of conformity (CofC) testifying the consignment s conformity with the order, you cannot omit all receiving checks. Once supplier capability has been verified, the C of C allows you to reduce the frequency of incoming checks but not to eliminate them. The C of C should be supported with test results. Therefore you need to impose this requirement in your purchasing documents. However, take care to specify exactly what test results you require and in what format you require them presented, as you could be provided with attribute data when you really want variables data. 

Included in this element are requirements for purchasing documents (specifications, drawings, and purchase orders), selection of suppliers, inspection and control of received material and record-keeping. For ESH/PSM, this element would focus on those aspects of the procurement process which support purchasing according to regulatory requirements, safety standards, risk management controls, etc. 

The purchasing documents are reviewed for their adequacy prior to release. 

The following documents shall be supplied for each There can be a difference between proposal and purchase documents ... 

The Helium Act (Pub. L. 86-777, as amended (50 U.S.C. 167(d)) 30CFR602 48CFR908.7108 49 FR 11945 (3/28/84), as amended 59 FR 9105 (2/25/94) 4.3.1 DOE and its authorized contractors shall, to die extent diat supplies are readily available, whether in gaseous or liquid form, purchase all major requirements large quantities of helium from the Secretary of Interior, Bureau of Mines, or from the Bureau of Mines distribution contractors eligible to sell Bureau of Mines helium to Federal agencies. The purchase document shall contain the following statement "Helium furnished under this contract shall be Bureau of Mines Helium."... 

IV.46. Purchasing documents should contain data clearly describing the product or service required such documents should be reviewed and approved before release. These data may include reference to applicable regulatory requirements, standards or codes, drawings, specifications, quality and other requirements as necessary. 

IV.47. Purchasing verification measures should provide for agreement between the supplier and the purchaser on methods used to verify that all purchasing requirements will be met. Where verification of the purchased product will be performed at the subcontractor s premises, the verification arrangements should be clearly specified in the purchasing documents. The supplier, competent authority (when necessary), or their representatives, should have access to plant facilities, items, materials and... 

Are chemical deliveries matched against purchase document for correct order ... 

The following are some suggestions of requirements for bid or purchasing documents ... 

Testing prior to unloading. Get a sample from every dry and liquid chemical dehvery (compressed gases are exempt). Conduct the special tests included in the purchasing documents. These tests include, at least, appearance (for all liquid and dry chemicals) and specific gravity (for liquids). AWWA standards or other chemical industry standards list the appearance requirements, which may include color, odor, clarity, and visible foreign matter. 

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