Purchasing and Supply - Supplier Relationship

1. PURPOSE

To provide guidance to employees engaged in or related with any aspect of the purchasing function concerning supplier relationships

2. SCOPE

This policy applies to all employees.

3. CODE OF ETHICS

1. Purchasing is to serve as the exclusive channel through which all requests for products and pricing are handled.
2. Only the Purchase department will conduct all communication and correspondence with suppliers involving products, prices or quotations.
3. In cases where technical details are necessary for raising requisitions, the concerned department may correspond with suppliers regarding technical issues after observing the following:
   • Only approved suppliers may be contacted for Technical Details.
   • For new suppliers, prior approval is needed from purchasing department.
   • Purchasing Policies and Procedures on Suppliers to be followed.
   • Purchasing Department should be marked with copies of all such correspondence.
4. Any negotiations are to be handled only by the appropriate purchasing personnel.
5. When supplier Sales Representatives makes personal sales calls to offices or sites, they are required to be directed only to the Purchasing Department to meet the appropriate buyer and not the end-user.
6. In case of Quality Problems or rejections, Supplier Meetings will be arranged by Purchasing Department to resolve technical issues with end-users.
7. Stores as part of Materials Dept is Authorized for Receiving Goods, Inspections, Clarifications, Communication and correspondence of Over, Short & Damaged receipts and Rejections.

Quality Requirements

Bids