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Purchasing
1. Specify What You Want
1.1 Identify the most important features of the goods or services you require.
Decide what you want your purchase to do, and how well it should do it. Agree details with the potential supplier, and set them out in a specification. This might include:
- Size.
- Quality and appearance.
- Technical features.
- Delivery schedule.
1.2 Do not over-specify.
Unnecessary or unreasonable specifications are counterproductive.
- Costs will be increased.
- Suppliers will be irritated.
1.3 Agree everything in writing.
The specification and the terms you agree will form the basis of the purchase contract.
- Relationships often break down because of misunderstandings. Having a written contract avoids this. Verbal agreements are binding in law, but are difficult to prove.
- Unless you propose your own terms, you may be agreeing to the supplier's terms.
- All the specific terms agreed should be included in the written contract (see 3.5 - 3.7).
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