For any purchase going to be made by MMASAHKC, either they are goods or services required, the following guidelines should be applied to ensure that the goods or services are acquired at the best possible price, with the expected quality, and can be delivered on time.

• 1. Purchase Requisition Applicants must submit the details of the procurement to the Secretary General, the Treasurer, and the Head of Committee of the related procurement for approval before any procurement activity take process.
• 2. Identify Suppliers Applicants will need to provide a list of suppliers based on Quality, Quantity, Delivery Time, Price, and Company Background.
• 3. Supplier Evaluation The list of suppliers shortlisted should provide their quotation on the required goods or services, and reviewed by to the Secretary General, the Treasurer, and the Head of Committee of the related procurement.
• 4. Total Cost Comparison The total cost with the item cost together with freight charges, delivery terms etc will be reviewed before the selection of the suppliers.
• 5. Negotiate and Sign the Agreement After selection of the shortlisted vendors, further negotiations should take place before making the final decision. An agreed contract is then drawn up and signed by both parties.
• 6. Release Purchase Order (PO) The purchase order (PO) is released to the supplier/suppliers once the agreement or a contract is signed. This document confirms the supplier/suppliers for the order.
• 7. Material Receipt and Quality Check On delivery of the products, a physical inspection will be carried out to ensure the quality and quantity of the product is verified, and a goods receipt note is created if the delivery is accepted. Any non-compliance based on the agreement is recorded and conveyed to the supplier.
• 8. Invoice Approval and Process Payment Once the delivery of goods is accepted, and no distinction is observed, the invoice is approved and remaining payment is released.
• 9. Maintain Records for Audit All the documents such as the budget approvals, RFQ, quotations, comparisons, agreements/contracts, PO, invoices, and packing lists etc will be maintained.