KBM 05 Beschaffungsprozesse (EN)

KBM 05 Procurement Processes

Procurement processes are a central component of administrative management. They encompass the entire lifecycle from requirement identification to complaint processing. Efficient procurement management ensures the company's supply of materials and services under optimal conditions.

In this module, you will learn the systematic processing of procurement transactions according to business standards. You will understand the interactions between requirement determination, request for quotation, ordering, goods receipt inspection, and complaint management as an integrated process.

Concepts and Background

Requirement Notification

The formal recording of material or service requirements by the specialist departments, which serves as the basis for procurement activities.

Quotation Comparison

The structured evaluation of multiple quotations considering price, quality, delivery time, and terms to select the optimal supplier.

Purchase Order

The binding request for goods or services from the selected supplier with contractual effect.

Goods Receipt Inspection

The verification of delivered goods for quantity, quality, and conformity with the purchase order before release for further processing or sale.

Complaint

The formal objection to defects in delivered goods or services with the demand for rectification, replacement delivery, or price reduction.

Architecture Diagram

flowchart TD
    A[Specialist Department] --> B(Requirement Notification)
    B --> C[Request for Quotation]
    C --> D[Quotation Comparison]
    D --> E[Purchasing]
    E --> F[Supplier]
    F --> G[Goods Receipt]
    G --> H[Goods Receipt Inspection]
    H --> I{Inspection OK?}
    I -->|Yes| J[Goods Receipt Book]
    I -->|No| K[Complaint]
    K --> L[Supplier Communication]
    L --> M[Complaint Management]

Practical Steps

1. Capture requirement notification: Create a formal requirement specification with article number, quantity, desired delivery date, and purpose of use in your ERP system.
2. Send request for quotation: Send a structured request to at least three potential suppliers with detailed specifications and deadline for quotation submission.
3. Perform quotation comparison: Create a comparison matrix with all relevant criteria (price, discounts, delivery times, payment terms) and weight them according to company priorities.
4. Create purchase order: Generate a formal purchase order with all relevant data and send it via email or through the e-procurement system to the selected supplier.
5. Inspect goods receipt: Compare delivered quantity and quality with the purchase order and check packaging for damage.
6. Post goods receipt: Record the delivered goods in the system with correct inventory posting data and link the incoming invoice with the purchase order.
7. File complaint for defects: Create formal complaint letters with photos of the defects and demand a clear solution from the supplier within a reasonable timeframe.
8. Conduct supplier evaluation: Document the supplier's performance in an evaluation system for future procurement decisions.

Common Pitfalls

Further Resources

• Federal Ministry for Economic Affairs and Energy - Procurement Guide
• Central Association of German Crafts - Procurement Management
• Institute for International Management - Procurement Management Dictionary
• Federal Association of Materials Management, Purchasing and Logistics - Procurement Management Guide
• Haufe - Procurement Process in the Company

Knowledge Check

Four questions for self-assessment. Click on each question to see the correct answer and explanation.

What is the primary purpose of the requirement notification in the procurement process?

• A) Negotiating price terms with suppliers
• B) The formal recording of material or service requirements as the basis for procurement activities
• C) Inspecting the quality of delivered goods
• D) Documenting complaints

Correct Answer: B. The requirement notification serves as the formal recording of requirements and is the basis for all subsequent procurement activities. Option A refers to quotation comparison, Option C to goods receipt inspection, and Option D to complaint management.

What is the main objective of quotation comparison?

• A) Ensuring the fastest possible delivery
• B) Selecting the optimal supplier considering price, quality, delivery time, and terms
• C) Establishing contractual conditions with the supplier
• D) Preparing invoice verification

Correct Answer: B. Quotation comparison aims to select the optimal supplier through structured evaluation of multiple quotations. Option A is only one aspect, Option C occurs after supplier selection, and Option D belongs to a different phase of the procurement process.

What is the first step in the practical implementation of a procurement process?

• A) Send request for quotation
• B) Perform goods receipt inspection
• C) Capture requirement notification
• D) Create complaint

Correct Answer: C. The procurement process begins with capturing the requirement notification, which initiates all subsequent steps. Option A follows requirement notification, Option B occurs after goods delivery, and Option D is only necessary if defects are found during inspection.

What is the purpose of goods receipt inspection?

• A) To confirm the supplier's invoice amount
• B) To verify the quantity, quality, and conformity of delivered goods with the purchase order
• C) To negotiate payment terms with the supplier
• D) To update the supplier's performance evaluation

Correct Answer: B. Goods receipt inspection serves to verify that the delivered goods match the purchase order in terms of quantity, quality, and specifications. Option A relates to invoice verification, Option C occurs earlier in the process, and Option D is a separate activity that may be performed periodically.