Purchase Procedures

Purchase Procedures

Good Governance in Purchase Matters – Common Irregularities

Disclaimer - The limits and procedure is applicable as of today. Due care is taken in disseminating accurate information. However, it is a must to go to the revised guidelines before making the decisions every time.

èFirst of all, Need identification

èEstimation of amount

Approvals:

èThe approval should be sought from the competent authority. Administrative approval and financial approval, are required in each and every expenditure including purchase. The Competent authority before giving the approval checked the status of the Budget.

In case, the budget is provided with directions to spend, there is no need to seek approvals.

èIf it is not directed to purchase from the open market, seek the approved source for procurement.

Approved Sources

èThere are two cases – approved source is not available, second approved source is available. If the approved source is not there, then we can move to the market. If the approved source is there, then write a letter to the approved source for getting the estimated value of the work (goods/services/work).

In reply, the approved source may send the value of the items or may give NoC or it may give NAC.

èIf NoC/NAC is received or there is no approved source, then move to the market for making procurement.

Markets

Offline Market – Without Quotation (up to 10000), With Quotation (10001 to 100000), Tendering (above 100000)

Online Market – Only GeM – Without comparison (up to 25000), With comparison (25001 to 100000), Bidding & RA (above 100000)

The estimated value of the purchase will decide, which mode is better and which made should be used. We are supposed to compare them both.

Delivery of Goods

The goods will be delivered by the seller at your office and the cost of the shipment/courier/postage etc. will be of the seller.

Before using the goods and within 10 days from receiving the goods, it is must to inspect the same as per the specifications referred in the purchase order.

Payment of the goods

In case, it is accepted before the 10 calendar days or in case not accepted but 10 days completed; after that within 10 days, it is required to make the payment.

After making the payment either through EFT or e-Billing, it is must enter the payment details in GeM (login of payment authority).

After that, we start using the product and in case of any warranty, guarantee, we are supposed to communicate with the service centers, not the seller.

Managing Contractors

In the case of the service provider, if monthly payments are being done, then we use the project monitoring norms as per terms and conditions.

In the case of contracts, performance security is also taken from the contractor. After completion of the contract successfully, the security is required to be returned. 

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This content is written by Dr. Lalit Kumar Setia; a renowned author and trainer. He completed his Doctorate in Commerce from Kurukshetra University Kurukshetra and MBA in Information Technology from GJU, Hisar. He also wrote two books, 15 research papers, and organized more than 200 Training Courses during his working period since 2006 in Haryana Institute of Public Administration, Gurugram. The article was published on 23rd December 2021 and last updated on 23rd December 2021. The writer can be contacted on lalitkumarsetia@gmail.com 

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