Contract Negotiation and Communication Interface

Once a vendor has been selected for the supply of an item, the purchasing manager negotiates with the selected vendor and establishes the terms and conditions that the vendor must adhere to when supplying the items. The terms include issues such as price of the items, quality and other performance standards, technical specifications, delivery schedule, freight payment, payment terms, and so on. The objective of the negotiations is to make the most economical purchase of materials, and to establish and maintain a long-term relationship with the vendors.

The purchase department acts as an interface between the indenting departments and the corresponding suppliers. When the production, engineering, quality control, or finance department wants to communicate with the suppliers, the message is sent through the purchasing manager. Similarly, any communication from the suppliers is channeled through the purchasing manager.

Also, the purchasing manager should take the follow-up action to ensure that the items are delivered on time and that they conform to the required specifications. Early delivery of materials is not always an advantage because vendors who make an early delivery may demand early payment. Also, materials which arrive early require space for storage.               

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