No matter your needs we will get it done. We will source the best product for the best price. We will deliver your product to your doorstep no matter how remote you are. We are well equipped for any situation. We also understand there’s no one-size-fits-all approach for companies, it needs to be completely tailored to your needs to ensure that maximum efficiency is achieved. We follow 7 key steps namely:
Step 1 – Identify Goods or Services Needed
Your procurement process should start when you realize that you need to obtain goods or services from an outsourced company like Allied imperial trading. With this in mind, your first step should be looking at the whole business and recognise the needs of each department. By doing this, you’re presented with a great level of visibility of all the spending that’s required in your company. Therefore, you can outline the areas of the business that you can look at saving money and cutting costs. This stage is where you identify your needs and budget.
Step 2 – Consider a List of Suppliers
Finding the right supplier for your project is vital, so it’s not a decision that should be taken lightly. Before Allied Imperial trading decides on a supplier, proper due- diligence and research are being done to avoid any problems that might arise from inexperienced vendors or suppliers. If this small but vital step is not done properly, you could end up paying more than you should for your goods or services.
Step 3 – Negotiate Contract Terms with Selected Supplier
After we have made a decision on which supplier will work the best for your needs we will negotiate your contract terms with them. This stage is important as you want to agree on a price that’s fair for both parties and that you’re both happy to work with. Contracts don’t only cover pricing either. The scope of the whole project – terms, conditions, and timeliness of delivery are all areas that should be taken into account.
Step 4 – Finalise the Purchase Order
Once we have submitted your contract to the preferred supplier and both parties are happy with the detailing, it’s time to finalize your purchase order. Your purchase order is a document that outlines: A description of the goods or service, Total costs, Quantity, and Approval of workflow. When you’ve approved your purchase order, it signals to our finance department to release the details to the supplier.
Step 5 – Receive Invoice and Process Payment
Once the supplier has received your purchase order, you’ll receive an invoice from them detailing the agreed price and instructions on how to pay. Depending on what you’ve agreed in your contract you’ll have a certain amount of days to make the payment. It all depends on what has been agreed in the contract.
Step 6 – Delivery and Audit of the Order
Again, depending on what terms have been agreed in your contract, your delivery will arrive soon after your purchase order has been sent in. We keep track of all delivery agreements and we make sure there are no delays. Allied Imperial always double-checks the order upon arrival, to make sure everything is delivered in good order.
Step 7 – Maintain an Accurate Record of Invoices
For any project, Allied Imperial keeps a track record of all contracts, invoices, and project files in our database. Should there be an audit from customs or other institutions we will have everything on record.
