Purchasing Handbook
for Small Business
Table of Contents

1. Purchasing's Function
2. The Importance of Purchasing
3. Attention: Company Ownership
4. Establishment of Authority
5. Overview of Purchasing Process
6. The Purchase Requisition
7. The Purchase Order
8. Battle of the Forms
9. Verbal Orders
10. Order of Precedence
11. Communications
12. Request for Needs
13. Notifying Winning & Losing Bidders
14. Selecting the Right Supplier
15. Supplier Surveys & Visits
16. The Cost of PR/PO Process
17. P-Cards (Procurement Cards)
18. Payment Terms
19. Discounts
20. Economic Order Quantity, EOQ
21. Negotiation
22. Contracts
23. Oral Contracts
24. Law of Agency
25. Adequate Assurance
26. Domestic Shipping Terms (FOB)
27. Outsourcing & Off-Shoring
28. International Shipping Terms
29. Value Analysis/Value Engineering
30. Blanket Orders
31. Ethics
32. Conflict of Interest
33. Gratuities
34. Inventory Control
35. Relationships
36. Purchasing Services
37. Follow-Up & Expediting
38. Training/Professional Development
39. Seminars: Getting Your Money's Worth
40. Professional Purchasing Associations
41. Certification
42. Reporting to Management

• Conversion Factors, General
• Fractional/Decimal/Metric Equivalents
• Centimeters to Inches
• Inches to Centimeters
• Kilometers to Miles
• Miles to Kilometers
• Temperature Conversions
• Melting Points of Materials
• Kilograms to Pounds
• Pounds to Kilograms
• Liters to Quarts
• Liters to Gallons Units of Measure
• Square Meters to Square Feet
• Circles: Circumference & Area
• Velocity
• Standard Metal Gauges
• Weight of Common Building Materials
• Weight of Standard Steel Plate
• Industrial Standards
• Weight of Pure Water
• Kitchen Measurements
• Standard Screws
• Hourly Production Rates
• Zip Codes, United States
• City Abbreviations
• Telephone Area Codes
• International Telephone Country Codes
• International Time Zones
• World Voltages
• Incoterms - Chart of Responsibility
• American Wire Gauge
• Fuel Needed to Travel
• Sample Seminar Report
• The Ten Commandments
• Biblical Unit Conversation Factors
• US Presidents & Vice Presidents
• Weights of Healthy Men & Women

• Purchasing?s Interface
• Overview of Purchasing Process
• Buyer?s Decision Process #1
• Buyer?s Decision Process #2
• Battle of the Forms Overview
• Order of Precedence Example
• Law of Agency
• Summary of F.O.B. Terms
• Ability to Affect Change
• Morals, Legal, Ethics
• Ethics

• The Purchase Requisition (7 part form)
• Receiver Form
• Purchase Order Follow-Up
• The Purchase Requisition (3 part form)
• Traveling Requisition
• PR Corrective Action Required
• The Purchase Order (3 part form)
• Suggested PO Terms & Conditions (boilerplate)
• Request for Quotation Form
• Supplier Value Analysis Suggestions
• Cost of PR/Purchase Order Process
• Supplier Score Card
• Supplier Corrective Action Request
• Supplier Profile Sheet
• Supplier Survey Short Form
• Supplier Survey Extended Form
• Supplier Security Survey
• Follow-Up/Expedite FAX Form
• Full Disclosure Form
• Non-Disclosure Form
• Model Code of Ethics (for the Buyer)
• Model Code of Ethics (for the Supplier)
• Monthly Purchasing Report
• Measuring Purchasing Performance

• Open Letter to Your CEO
• Establishment of Authority
• Authorized Purchase Only
• Memo - Authorized Purchase Only
• Reject Invoice
• Battle of the Forms
• Late Delivery
• Reject of Non-Conforming Goods
• Reject of Non-Conforming Goods
• Notification of Breach of Contract
• Cancellation of Order for Breach
• Transmittal of Standard T&Cs
• Confirmation of Verbal Order
• Request for Information
• Request for Quotation
• Credit Card Acceptance Survey
• Request for Credit Card Payments
• Request for Preferred Payment
• Conflict of Interest/Gift Policy
• Demand for Adequate Assurances - #1
• Demand for Adequate Assurances - #2
• Failure to Provide Adequate Assur.
• Acceptance of Non-Conforming
• Congratulations, New Position
• Thank You for Your Quotation
• Award of Contract Letter

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