TUGAS-TUGAS DAN TANGGUNG JAWAB PURCHASER (Definisi Purchasing, Definisi Purchaser, Tugas Purchaser)

Summary

This video provides a comprehensive overview of the role and responsibilities of a purchaser in a company. It explains key tasks such as understanding company needs, selecting suppliers, placing orders, monitoring deliveries, managing invoices, and archiving procurement documents. The purchaser ensures the efficient procurement of goods and services, while optimizing costs and maintaining smooth operations. This video is a useful guide for anyone looking to understand the purchasing process, whether for career development or general knowledge.

Takeaways

• 😀 A purchaser is responsible for handling the procurement process within a company, including purchasing goods and services.
• 😀 The purchasing department is tasked with fulfilling the company's needs for goods and services, typically involving multiple departments.
• 😀 A **purchase request (PR)** is created by the department that needs goods or services and is sent to the purchasing department for processing.
• 😀 The purchaser's first responsibility is to identify the needs of the company by reviewing the **purchase request (PR)** submitted by internal departments.
• 😀 Once needs are identified, the purchaser evaluates and selects suppliers, often considering factors such as cost, delivery speed, and product quality.
• 😀 Companies typically evaluate multiple suppliers (at least three) to ensure competitive pricing and favorable contract terms.
• 😀 After selecting a supplier, the purchaser creates a **purchase order (PO)**, which serves as an official request for the supplier to deliver the ordered goods or services.
• 😀 Upon receiving the goods, the purchaser monitors the delivery process, and the user department inspects the items to ensure they meet specifications.
• 😀 If discrepancies are found in the delivered goods, the purchaser handles returns and ensures the correct items are provided.
• 😀 The purchaser works closely with the **finance department** to process payments based on the supplier's invoice once the goods or services are received and approved.
• 😀 Effective documentation and **archiving** of procurement records are crucial for maintaining a clear track record of orders and facilitating future purchases.

Q & A

What is the main responsibility of a purchaser in a company?

The main responsibility of a purchaser is to handle the procurement of goods and services for the company, ensuring that the company's needs are met efficiently and within budget.

What is a Purchase Request (PR), and who is responsible for creating it?

A Purchase Request (PR) is a document created by a department within a company to request the purchase of goods or services. The responsibility for creating the PR lies with the 'user,' typically someone from the department that requires the goods or services.

Why is it important to choose the right supplier for the company?

Choosing the right supplier is crucial because it ensures the company receives quality goods or services at the best possible price, on time, and under favorable terms that align with the company’s needs and budget.

How does the supplier selection process work in procurement?

The supplier selection process involves comparing multiple suppliers to find the best match based on factors like cost, delivery speed, quality, and service. Negotiations are made to ensure the best terms are agreed upon before proceeding.

What is a Purchase Order (PO), and what role does it play in the procurement process?

A Purchase Order (PO) is a formal document issued by the purchaser to confirm the order with the supplier. It serves as a binding agreement that details the items being purchased, the price, and the delivery terms.

What steps should a purchaser take after goods are delivered?

After goods are delivered, the purchaser must ensure that the items match the order specifications. If the goods are correct, the purchaser processes the invoice and arranges payment. If not, the purchaser must handle the return process.

What is the role of the finance department in the purchasing process?

The finance department is involved in processing the payment for the purchased goods or services. They work with the purchaser to ensure that invoices are paid in a timely manner and within the company’s budget.

Why is document archiving important in the purchasing process?

Document archiving is important because it provides a record of all procurement activities. This documentation helps track orders, resolve disputes, and streamline future purchases by serving as a reference for similar transactions.

What happens if the goods received do not match the original order?

If the goods do not match the order, the purchaser is responsible for initiating a return process. The goods will be sent back to the supplier, and corrective actions will be taken to ensure the correct items are delivered.

How does a purchaser ensure the company's procurement process is optimized?

A purchaser ensures optimization by carefully selecting suppliers, negotiating favorable terms, managing orders efficiently, monitoring deliveries, and ensuring that all processes are well-documented and aligned with the company’s financial and operational goals.