Clear Product Specifications: Improving Purchasing Communication

Practical takeaway: A useful request includes manufacturer, catalogue number, application, quantity, selling unit and required date. Add relevant dimensions or equipment models when identifying a replacement part.

Communicate the full product requirement

Distinguish a request for the exact product from a request to evaluate alternatives. Have the responsible person approve a proposed substitution before it is ordered.

Information to keep on every purchasing record

• Manufacturer and catalogue number.
• Required quantity, selling unit and pack quantity.
• Application or equipment model where relevant.
• Required date and current delivery expectation.
• Who can approve substitutions or specification changes.

Turn the checklist into a repeatable process

Use one current record for each approved item and make it accessible to the people requesting, ordering and receiving supplies. Review discrepancies when goods arrive, then update the record before the next purchase.