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Needed Information For Efficient Buying Activity
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By American Purchasing Society

A user needing purchased material or a purchased service should send the authorized buyer a standard written document to clearly communicate what is needed and avoid misunderstandings. The buyer should instruct the user on the proper way to prepare a requisition and provide data when necessary.

USER RESPONSIBILITY

Format
Use a standard pre-numbered requisition form if normally required by purchasing procedure.

Dates
Give the actual date the form is submitted to purchasing for processing.

Indicate the date the material or service is required. Avoid vague terms such as RUSH, URGENT, or ASAP.

Quantity
Give the amount needed. If known, indicate the quantity in the units of measure that the product is sold.

Description
Provide a full and detailed description of what is needed. Indicate size, weight, color, hardness, chemistry or any other data for the product or service required that is appropriate. Avoid using brand names or proprietary specifications.

If a unique product is mandatory, provide part numbers, serial numbers, or other descriptive information.

Authorizations
Give the name and signature of the authorized requester and provide any additional authorization signatures necessary.

BUYER RESPONSIBILITY

Supplier Selection
Normally the buyer has the authority and the responsibility to select the best supplier based on a combination of factors such as price, quality, delivery, and reliability. However, it is helpful if a user
will suggest the name of a good supplier, especially for items that are unique or difficult to locate.

Shopping and Negotiating
It is the responsibility of the buyer to shop for the best sources and the best products or services and negotiate the most favorable terms and conditions.

It is often helpful to have users discuss requirements with suppliers to obtain technical information or provide input about their particular needs. The buyer should make every effort to be present at
such discussions to be aware of all the details of the transaction and to make certain that the best agreement is produced.

Providing Information
It is the responsibility of the buyer to obtain information about products and services that may be needed by users to prepare a proper requisition. The buyer may elect to accept a requisition with a functional description of the product needed rather than detailed specifications. In such case the user should understand the importance of an accurate description of the requirement.

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