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Purch-lympics Entry #1 - Round #2
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Evans Mudaki
Accounts Assistant, Kenya
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"Jessy farm, a branch of East African Growers did not have a purchasing department. This made it hard to control supplies. I joined the farm last year in May, 2007.
Farm Manager would just call a supplier over the phone and request delivery of materials required for the farm. During the time of delivery the store men would receive the items or materials to the store without documents or purchase orders for verifications.
There was one particular case which attracted my attention. This was the supply of manure by Mr. King'ori. He used to supply manure using his trucks or lorries. Sometimes he would oversupply or undersupply and then claim for money. Sometimes he would bring Lorries half full and claim for full payment. The manure was measured in m3.
One day he came to the accounts office and was paid for undelivered manure. I visited the site where manure was being offloaded and discovered that the company was losing money.
We came up with a procedure to be followed before manure is accepted or delivered to the farm.
First a requisition would be raised by farm manager, detailing the quantities and quality required for the farm. After the requisition, an LPO (Local purchase order) raised and sent to Mr. King'ori. This LPO had all the details of the manure to be supplied.
We took a further step of taking measurements of Lorries bringing manure. Only specified Lorries, whose measurements had been taken, were allowed to bring manure. The stores men were given the measurements and all specifications. A delivery note accompanied manure and before it was offloaded; stores men were to countercheck the delivery note against manure and the trucks or Lorries.
After offloading the manure, immediately a GRN (Goods Received Note) raised and forwarded to accounts department for verification and processing of payment.
Since last year we have never had problems with manure supply and other supplies."
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