VENDOR VISITS

  While customer service is very important, so is the efficiency of the Purchasing staff. Therefore, procedures and policies must be directed at maximizing the productive time of Purchasing personnel. There are at least two major areas of vendor visits that should be addressed:
  1. Existing suppliers who currently have contracts:
    1. Those with appointments.
    2. Drop-ins.
    Both of these two subcategories also break down into two types:
    1. A vendor's desire to increase the number or type of items on the contract.
    2. A supplier who is following up on the existing contract.
    Suppliers with appointments and the follow-up visitor should be treated as a VIP. But buyers will have to establish some guidelines for handling a vendor who is exploring the possibility of providing items not on the current contract, or is a "drop in".  Buyers should eliminate excessive time with the low value-added process of discussing additional products.
  2. Drop in vendors:
      These vendors with no current contractual relationship with your company or entity are also a low priority item. Unless a buyer needs or wants to see a particular vendor or their product, the vendor should be turned back at the security gate or reception desk. This can be accomplished by having the following documents available as a packet:
    1. Application.
    2. Commodity list.
    3. List of existing contracts, items supplied, and expiration date.
    4. A schedule of appointment days and a method of signing up.
    5. A schedule of seller [vendor] orientations two to four times per year.

    This handout could have a cover sheet that states, "We're sorry. We were not expecting you, but we hope this information will assist you in becoming one of our suppliers."

    If the guard or receptionist has a list of expected visitors, then he/she can verify those with appointments or call Purchasing for those not on the list. Visitors without appointments should not be admitted unless there are extenuating circumstances.

    Rather than orientate each vendor on a one-on-one basis, all potential vendors (and those that have pre-registered) should be invited to a regular, quarterly outreach and new vendor orientation event. These orientations should include, but not be limited to, most of the following items:

    • Bidding process, quotes
    • Visits to the user department (back door selling)
    • Testing of products
    • Safety
    • Insurance and bonding
    • Security
    • PO system
    • New ideas or products being sought
    • Minority and disadvantaged business program.

    © 1997 by Donald L. Woods, All Rights Reserved