Introduction

Use this template to monitor and control the procurement cycle of materials during a project

Procurement Cycle
1 Purchasing Phase
The buyer sends the seller the purchase order, including the delivery duration and terms
2 Manufacturing Phase
The seller receives the PO and starts the manufacturing process to deliver the material/equipment to the buyer
3 Shipping Phase
The seller finishes the manufacturing process; either seller or buyer will handle the shipping to the agreed location
4 Testing Phase
The process of testing and checking the equipment before start-up or delivering to the end user (in some projects, this occurs before shipping)

Useful for…
1 All types of projects with a lot of procurement and material purchasing from different vendors
2 Tracking procurements by comparing planned activity dates with actual activitty dates, therefore helping you make early decision sto forecast/adjust progress
Column
Cost Code Item
/Serial No.
ITEM Description
Local/
Imported
Vendor/ Sub-contractor
Name
Location
Purchase Order
PO Number
Planned
Actual
Variance
PO Status

PO Delivery lead time

(from M.R.)

Manufacturing Process
Manufacturing release Date
Planned
Start
Actual
Start
Variance
Manufacturing Finishing Date
Planned
Finishing
Actual
Finishing
Variance
Shipping
Shipment Tracking Number
Point of Landing
Point of Delivery
#B/L or #AWB
Shipping Date
Planned
Actual
POD Arrival date
Planned
Actual
Site Delivery
Planned
Actual
Testing
Start Testing
Planned
Start
Actual
Start
Variance
Finish Testing
Planned
Finish
Actual
Finish
Variance

Delay Justification/Solution
How to Use

A: Fill the cost code of the purchasing packages in your project, or just a serial number for the package
B: Include brief discerption of the item
C: Specify whether this item will be purchased from the local market or imported from outside the country
Vendor/Subcontractor: This section contains information about the vendor or subcontract planned to deliver the package
D: Name of the vendor
E: Location of the vendor
Purchase Order: This section includes information about the purchasing order
F: Usually, each Purchase Order (PO) has a unique number
G: The planned date to issue the PO to the vendor/supplier/subcontract
H: The actual PO issuing date to the vendor/supplier/subcontract
I: The difference between Planned PO Date and the Actual Issuing Date
J: Summarize the PO statues (issued, suspended ,canceled, etc.)
K: Manufacturing release (M.R): for projects that have customized material/off-the-shelf products, the start
of manufacturing is pending specific approval. This column should be filled with the planned delivery date
counted from M.R date as agreed to in the PO

Manufacturing process: This section reflects the data of the manufacturing process start and end
to record the M.R release date
M: Planned start of manufacturing process date
N: Actual start of manufacturing process date
O: The difference between Planned Start Date vs. Actual Start Date

P: Planned finish of Manufacturing Process Date

Q: Actual finish of Manufacturing Process Date
R: The difference between Planned Start Date vs. Actual Start Date
Shipping: Record and track the shipping of the material after finishing manufacturing scope
T: Record tracking number of each shipment
U: Location of starting the shipping (Seaport/Air Port/ Factory)
V: Location of material delivery (Seaport/Airport/Store)
W: Bill of landing or airway bill number

X: Planned start shipping date

Y: Actual start shipping date
POD Arrival Date: This section reflects the dates in which the material/products will be delivered to the point of discharge (POD)
Z: Planned reaching of the POD Date
AA: Actual reaching of the POD Date
Site Delivery: Reflects the duration for material transferring from the ports to the sites, mostly
applicable in constructions projects
AB: Planned site delivery date
AC: Actual site delivery date

Testing: After delivering the material to the site or buyer, some testing/inspection may be carried out
AE: Planned start testing date
AF: Actual start testing date
AG: The difference between planned start and actual start

AH: Planned finish testing date

AI: Actual finish testing date
AJ: The difference between planned finish and actual finish

AL: In case of delay, record the causes/justification and how to solve it in this section
AM: Remarks
 Vendor/Sub-contractor Purchase Order Manufacturing Process Shipping Testing
Cost Code Manufacturing Release Date Manufacturing Finishing Date Shipping Date POD Arrival Date Site Delivery Start Testing Finish Testing
Local/ PO Delivery lead time
Item/ Item Description PO Status Shipment Delay Justification/Solution Remarks
Imported Name Location PO Number Planned Actual Variance (from M.R.) Planned Actual Planned Actual Point of Landing Point of Delivery #B/L or #AWB Planned Actual Planned Actual
Serial # Variance Variance Tracking Number Planned Actual Planned Actual Planned Actual Variance Variance
Start Start Finish Finish Start Start Finish Finish