Purchasing Procedure AS9100 | AQP1220

Purchasing Procedure AS9100

The Procurement Procedure AS9100 defines methods to be used for procuring aircraft materials, supplies, and services at the company. The aerospace procedure applies to procurement of all inventory items, suppliers, engineering materials and components, subcontracted services, and capital equipment for all departments within the company. (8 pages, 1651 words)

Purchasing AS9100 Responsibilities

All Employees requiring products or services for production of the Company’s products must complete purchase requisitions specifying items for purchase and obtain required approvals.

The Procurement Manager is responsible for evaluating suppliers, maintaining raw material inventories, placing orders with approved suppliers, negotiating pricing with suppliers, and forwarding all paperwork to Accounts Payable for external provider/shipper payment.

Accounts Payable is responsible for payment of invoices only after satisfactory completion or delivery of goods/services has been made.

The Quality Assurance Manager is responsible for ensuring inspection requirements are included on Purchase Orders where needed.

Warehouse Personnel are responsible for receiving and, where necessary, inspecting materials and forwarding related paperwork to the Procurement Manager.

Purchasing AS9100 Definitions

Manufacturing aid – Something (a tool, technique, method, chemical, etc.) that helps facilitate the manufacturing process but is not included in the final product.

Material – Elements, constituents, or substances of which something is composed or can be made, including, but not limited to, raw and processed material, parts, components, assemblies, fuels, and other items which may be worked into a more finished form in performance of a contract.

Part – Component or assembly of components in a system; material item purchased or fabricated from raw material and not normally handled as part of an assembly.

Procure – Get possession of; obtain through particular care and effort.

Purchase – Acquire by financial transaction; “purchasing” can be taken to mean leasing and other ways of obtaining materials or services (e.g., bartering).

Rotable – Can be repeatedly restored to a fully serviceable condition and reused over the normal life cycle of the parent equipment to which it is related (e.g., a reconditioned electric motor).  Such items have a repair lead time as well as a procurement lead time and normally have a serial number that is retained throughout the item’s life, regardless of the extent of replacement of its component parts.

Service – Type of task performed by a service provider for a service consumer; actual product that a customer uses (e.g., phone service); results generated by activities at the supplier/customer interface and by supplier’s internal activities to meet customer requirements.

Subcontract – Agreement, entered into by a prime contractor, calling for supplies or services required solely for the performance of the prime contract or another subcontract; agreement between contractor and another entity to fulfill part of the contractor’s requirements.

Supply – Quantities of products and/or services sellers are willing to offer at various prices at a given time and place.

Purchasing Procedure AS9100 Activities

• Order Determination and Requisition
• Order Placement
• Purchasing Recordkeeping and Matching
• Purchasing Review

Aerospace References

1. AS9100:2016 Rev D, “Quality Management Systems – Requirements for Aviation, Space, and Defense Organizations”, SAE International, Sept., 2016.
2. Quality Procedures

• AQP1020 INTERNAL AUDITING
• AQP1030 CONTROL OF NONCONFORMING OUTPUTS
• AQP1040 NONCONFORMITY AND CORRECTIVE ACTION
• AQP1060 MANAGEMENT REVIEW
• AQP1100 DESIGN & DEVELOPMENT
• AQP1110 DESIGN CHANGES
• AQP1120 EXTERNAL PROVIDER EVALUATION
• AQP1210 RECEIVING AND INSPECTION

Purchasing Procedure AS9100 Forms

• Purchase Requisition Form
• Aerospace Purchase Order Form
• Purchase Follow-up Form
• Purchase order log
• Documentation related to purchase orders (e.g., notes, copies of drawings/specifications)
• Receiving documentation
• Open, Closed Purchase Order files