Procurement coordination

We route every significant purchase through one intake. Requests come in by one route, we obtain and compare quotes, prepare purchase orders for the group's approval and follow each order to delivery. Each purchase leaves with a clear requirement, a comparison and a record.

• A requisition form and single intake route for all purchases above an agreed value.
• A quote comparison sheet for each significant purchase, with prices, terms and delivery dates side by side.
• Purchase orders prepared against an approved budget line for the group's sign-off.
• An open-order tracker showing expected, received and overdue deliveries by supplier.
• A monthly spend report by supplier and category, with price differences between branches flagged.

• Spend flows through one intake route.
• Quotes are compared on every purchase above the agreed value, and the count of comparisons is on the monthly spend report.
• Branches see price variance for the same item flagged by supplier, so they buy against one price.
• Suppliers are scored on on-time, in-full delivery from the open-order tracker.
• Requisitions reach an approved purchase order on a known timetable.

Purchases are made by whoever needs the item, from whoever they know. The same supplier is paid different prices by two branches, orders are placed by message, and late deliveries or short shipments are found at the receiving door, with no record of what was agreed.

• Two branches buy the same item from the same supplier at different prices.
• Purchase orders are raised after the invoice arrives.
• Quotes are collected by phone and not kept.
• Late or short deliveries have no owner and no follow-up.
• The chairman approves spend without seeing the alternatives.

Family businesses and growing groups in which purchasing is done by department heads, owners and branch managers, each with their own suppliers, and for which no one is yet employed to coordinate buying across the group.

Qasim Abbas has answered for treasury above USD 50M at group level, so he knows how a purchasing decision reaches the cash forecast through payment terms. In your buying routine, every purchase carries its terms and its place in that forecast.

We work in your ledger and any purchasing tool in use, or build a controlled spreadsheet for the group. See how fees work.

Does this apply to small purchases?

The group sets the threshold. A sensible start is a value that covers most of the spend while touching only a small share of the transactions.

How do we follow spend across branches?

The board sees a monthly spend report by supplier and category, with price differences between branches flagged and the count of quote comparisons shown.

Pull a month of purchase orders from two branches for a private briefing. We return the items bought from the same supplier at different prices, side by side.