Supply Chain
The Supply Chain site is a dedicated repository for managing supplier relationships, and procurement processes. It ensures efficient operations and compliance with procurement policies.
DirectorySupply Chain/
DirectorySuppliers/
DirectorySupplier_Name/
DirectorySupplier_Docs/
- Contract_RSComponents_2025.pdf
- Notes.docx
- supplier_name_2025.docx
- supplier_name_2024.docx
- ApprovedSuppliersList_2025.xlsx
DirectoryProcurement/
DirectoryPurchaseOrders/
Directory2025/
- PO_1234_ABCSteel_2025.pdf
- PO_5678_RSComponents_2025.pdf
Directory2024/
- …
DirectoryDelivery_Notes/
Directory2025/
- Delivery_Note_1234_ABCSteel_2025.pdf
- Delivery_Note_5678_RSComponents_2025.pdf
Directory2024/
- …
DirectoryDeliverySchedules/
Directory2025/
- Schedule_Jan2025.xlsx
- Schedule_Feb2025.xlsx
Directory2024/
- …
The File Tree is a visual representation of the folder structure for the Supply Chain site. It should give you an idea of how the site is structured.
Folder Descriptions
Suppliers
The Suppliers folder includes records of approved suppliers, contracts, and related documentation.
Subfolders:
- ApprovedSuppliersList: A centralised list of approved suppliers.
- SupplierContracts: Signed agreements with suppliers.
Examples:
| File Name | Description |
|---|---|
ApprovedSuppliersList_2025.xlsx | List of approved suppliers for 2025. |
Contract_RSComponents_2025.pdf | Contract with RS Components for 2025. |
Naming Conventions:
[DocumentType]_[SupplierName]_[Year].[Extension]
Use Cases:
- Reference for procurement teams during purchasing.
- Legal documentation for supplier agreements.
Procurement
This folder organises purchase orders and tender documents.
Subfolders:
- PurchaseOrders: Approved purchase orders for suppliers.
- TenderDocuments: Requests for quotes or tender submissions.
Examples:
| File Name | Description |
|---|---|
PO_1234_ABCSteel_2025.pdf | Purchase order #1234 for ABC Steel. |
Tender_ProjectX_2025.pdf | Tender document for Project X. |
Naming Conventions:
[DocumentType]_[Project|SupplierName]_[Year].[Extension]
Use Cases:
- Tracking procurement requests and approvals.
- Archiving tender submissions for audit purposes.
Logistics
The Logistics folder contains schedules and shipping documents for deliveries and freight.
Subfolders:
- DeliverySchedules: Schedules for incoming and outgoing deliveries.
- ShippingDocuments: Bills of lading, invoices, and freight paperwork.
Examples:
| File Name | Description |
|---|---|
Schedule_Jan2025.xlsx | Delivery schedule for January 2025. |
BillOfLading_12345_2025.pdf | Bill of lading for shipment #12345. |
Naming Conventions:
[DocumentType]_[ShipmentID|MonthYear].[Extension]
Use Cases:
- Coordinating logistics with carriers and suppliers.
- Documenting freight expenses and delivery confirmations.
Best Practices
-
Approved Suppliers Only:
- Ensure all purchases are made through suppliers listed in the ApprovedSuppliersList.
- Update the list annually or as new suppliers are added.
-
Centralised Purchase Orders:
- Store all POs in the PurchaseOrders folder to maintain a clear audit trail.
- Use consistent naming conventions for easy searchability.
Frequently Asked Questions
How often should inventory reports be generated?
Inventory reports should be generated quarterly or monthly, depending on operational needs and audit requirements.
Can we add unapproved suppliers?
Only suppliers vetted and approved by management should be added to the ApprovedSuppliersList. Exceptions require formal approval.
Additional Resources
- Procurement Policies: Refer to the Managed Documents: Policies for procurement guidelines.
- Quality Standards: Check QSHE for quality and safety requirements for suppliers.