Purchasing

Purchasing

Purchasing is the organized acquisition of goods and services or work on behalf of the buying entity. Requester are from various sectors.

It is done by the Finance Unit, a division under Finance and Facilities Management Division. Purchasing involves the process of ;

1. Direct Purchase
   
2. Purchasing through Quotation Procedure
   
3. Purchasing through Tender Procedure
   
4. Purchasing for Twelve (12) Common Items
   
5. Purchasing through Waiver of Quotation/Tender Procedure
   
6. Preparing Service Order
   

Direct Purchase

Any amount up to RM20,000 and below is considered as Direct Purchase.

Requester submit the requisition form that was endorsed by the Division Head (KB)/ Sector Head (KS)* to Finance Unit.

Assistant Accountant will post purchasing detail into vote ledger commitment.

Please refer to Desk File Assistant Accountant on how to post into vote ledger commitment.

Assistant Accountant submit the requisition form to authorized signatories for approval.

Please refer to Purchasing Control in Quality Procedure, QP-FFM-01

Once approved, Assistant Accountant will prepare Service Order.

Purchasing through Quotation Procedure

Any amount more than RM20,000 and up to RM100,000.

Requester submit the requisition form which is already endorsed by the Division Head (KB)/ Sector Head (KS)* to Finance Unit.

Assistant Accountant/Accountant will refer to thirteen (13) common item list. If the item purchase is not listed, purchasing will be done through Quotation procedure.

Please refer to Purchasing Control in Quality Procedure, QP-FFM-01.

Assistant Accountant will prepare Service Order.

Purchasing through Tender Procedure

Any amount more than RM100,000 and up to RM500,000.

Requester submit the requisition form which is already endorsed by the Division Head (KB)/ Sector Head (KS)* to Finance Unit.

Assistant Accountant/Accountant will refer to thirteen (13) common item list. If the item purchase is not listed, purchasing will be done through Tender procedure.

Please refer to Purchasing Control in Quality Procedure, QP-FFM-01.

Assistant Accountant will prepare Service Order.

Purchasing for Thirteen (13) Common Items

Any amount more than RM20,000 and up to RM500,000.

Requester submit the requisition form which is already endorsed by the Division Head (KB)/ Sector Head (KS)* to Finance Unit.

Accountant will refer to thirteen (13) common item list. If the item purchase is listed, purchasing will be done under twelve (12) Common Items and will be approved by Direct Purchase Committee.

Please refer to Surat Pekeliling Setiausaha Kewangan Negeri Bil. 02/2017 with reference no. SFS/00021/SFS-CIRCULARS(P)(4) dated 28.04.2017.

Accountant will instruct Assistant Accountant to prepare Appointment Letter to Direct Purchase Committee and approved by Chief Executive Officer (CEO).

Assistant Accountant prepare notice of meeting and inform all committee through email.

Committee shall make decision either to proceed or reject the purchasing.

If approved, Assistant Accountant will prepare Service Order.

If rejected, Accountant will inform the requester.

Purchasing through Waiver of Quotation/Tender Procedure

Any amount more than RM20,000 and to unlimited amount.

Requester submit the requisition form which is already endorsed by the Division Head (KB)/ Sector Head (KS)* to Finance Unit.

Please refer to Tatacara Perolehan Badan-Badan Berkanun Negeri Sarawak book (Green Book).

Accountant will instruct Assistant Accountant to prepare Appointment Letter to Waiver of Quotation/Tender Procedure Committee and approved by Chief Executive Officer (CEO).

Assistant Accountant prepare notice of meeting and inform all committee through email.

Committee shall make decision either to proceed or reject the purchasing.

If approved, Accountant will write to State Financial Secretary (SFS) the application of Waiver of Quotation/Tender Procedure. If rejected, Accountant will inform the requester.

Once approved by SFS, Assistant Accountant will prepare the Service Order.

Preparing Service Order

Assistant Accountant will prepare Service Order within five working days.

Please refer to Desk File Assistant Accountant on how to prepare Service Order.

Assistant Accountant will give notification on approved Service Order to requester.

Please refer to Desk File Assistant Accountant on how to notify the requester.