SUPPLYCHAIN PROCESS FLOW CHART

1. SUPPLY CHAIN PROCESS FLOW CHART AND STANDARD OPERATING
PROCEDURE (SOP)

Bridge International Supply Chain SOP Page 1

PURPOSE
The purpose of this process is to ensure that supply chain process is clearly elaborated and
documented for the staff and involved parties.


RESPONSIBILITY
1. Supply chain Manager
2. Procurement Officers
3. Warehouse Manager
4. Warehouse Associate
5. Warehouse Attendants (Receiving/Dispatch Clerks)
6. Logistics Officer
7. Finance Department (Payables)

PROCUREMENT PROCESS
• Procurement officer receives requisition from user department (different departments within
Bridge international academies).
• After establishing the need (Specifications) the procurement officer sources for quotations and
pricingfrom at least 3 different vendors of the material or service to be supplied or to be
rendered to the department in need.
• The procurementofficer chooses the supplier to contract by negotiating cheapest price possible
or selects the best supplier by price analyzing as well as technical analysis of at least three
quotationswhich has to be approved by the supply chain manager.
• The procurement officer logs the requisition into Navision (LPO) creation and forwards the LPO’s
or approval by the supply chain manager/ finance manager
• Procurement officer agrees with the supplier/vendor on lead time for the delivery and
paymenttermsof the goods ordered.
• Procurement officer forwards the LPO to warehouse manager/associate and communicates on
impending supplies and supplier as well as when the delivery will be done.

2. SUPPLY CHAIN PROCESS FLOW CHART AND STANDARD OPERATING
PROCEDURE (SOP)

Bridge International Supply Chain SOP Page 2

WAREHOUSE RECEIVING PROCESS
 The warehouse manager/associate receives goods/materials in the warehouse as per the LPO
and communication from procurement officer on quantity and specification.
 Warehouse associate verifies the quality and quantity of the goodsnotifies the warehouse
manager beforerejecting if substandard or wrong materials before accepting the receipt.
 After verification the Warehouse associate signs the supplier’sdelivery and invoice
documentsand remains with carbon copies of the documents.
 Warehouse associate/attendant allocates space for the materialsreceived and ensures Proper
storage for the goods taking into account safety precautions.
 Warehouse associate rise (GRN) delivery note in Navision of the goods received as per the
signed supplier’s delivery note taking into account the quantity received.
 The goods received note is signed by concerned parties (Receiving clerk, tallying clerk, Quality
assured, Head of department)
 Warehouse associate attaches the signed GRN with the original Delivery notes and Invoice from
the supplier and makes copies for filling before forwarding the documents to finance for
payment
LOGISTICS TANSFER ORDER CREATION PROCESS
 Logistics officer receives trigger (s)with quantity and academyfrom either School operations or
construction departments so as to create Transfer orders for materials to be dispatched from
the warehouse.
 Logistics officer sources transporter for the materials required and negotiates the prices for
transportationas per the load and distance of the academy from the warehouse to the
academies
 Logistics officer creates the (T.O.) Transfer order in Navision for warehouse to release the
goods/materials to the transporter for delivery to the academy.
 The logistics officer to schedule delivery based on time of receipt or day materials needed in
school and communicates to the transporter on the timeline.
 Logistics officer forwards communication to warehouse on the Transfer orders requirement
showing date of dispatch, transporter and TO reference number.
 Logistics officer assigns transporter & confirm collection time to both the transporter and
warehouse staffs.
 Logistics officer forwards the contracted transporter details to warehouse and materials to be
picked with weight and capacity for effective transportation.
 Logistics officer to pick the best routing for delivery to the academy.

3. SUPPLY CHAIN PROCESS FLOW CHART AND STANDARD OPERATING
PROCEDURE (SOP)

Bridge International Supply Chain SOP Page 3

WAREHOUSE DISPATCH PROCESS
• Warehouse manager receives communication from logistics officer on the delivery plan,
transporter and materials to be dispatched.
• Warehousemanager/associate to lias with logistics officer on dispatch & delivery plan to be
communicate to the transporter.
• warehouse to use the transfer orderissued by logistics as a picking list
• warehouse to communicate to logistics on availability of materials
• warehouse to pick/ assemble/ kit materials as per the transfer order raised by logistics
• warehouse to commence and arrange materials by school (in case of multiple delivery) in
dispatch area
• copy of requisition & pick list to be placed with goods
• warehouse to agree on loading plan
• warehouse clerk to allocate loaders task of loading
• loading process agreed upon depending on load format - type of materials, LIFO etc
• warehouse to produce a copy of the pick list for transporter to use for verification during loading
• warehouse clerk to oversee loading using pick list that was used to assemble to verify quantities
being loaded
• one item is loaded at a time and in full before beginning another item
• once loading is complete pick list is passed on to warehouse manager for confirmation & posting
in Navision
• warehouse manager to create shipment note delivery document in Navision as per loaded with
the pick list
• warehouse clerk compares shipment note quantities with pick list quantities to ensure they
match
• once quantities are matched, the warehouse clerk, supervisor & transporter will sign off the
shipment note
• three copies of consignment and shipment note are produced based on the transfer order note

4. SUPPLY CHAIN PROCESS FLOW CHART AND STANDARD OPERATING
PROCEDURE (SOP)

Bridge International Supply Chain SOP Page 4

• transporter takes two copies to use as pod on delivery at school
• on delivery am or construction supervisor confirms receipt and signs & stamps the issue notes

LOGISTICS CLOSING POD PROCESS
• transporter returns the stamped and signed original issue note to logistics
• logistics uses the signed shipment note to close the pod and approves payment to the
transporter
• logistics receives transporters invoice and attaches the signed shipment notes for payment
• finance receives the transporters invoice and signed shipment note and pays for transport
• fiancé capitalizes the material in the school