Once the stock 'PAR' levels have been determined and set, order. Part of this stage is finding the best pricing for the products needed.
Procurement of supplies:
- First, identify your large quantity supplies and negotiate the price; if possible, seek competitive bidding. If you use the same company for lower quantity supplies, leverage these prices with the larger quantity items. If a large buying group is available or part of a multisite medical facility, utilize this to get the best pricing. In some instances, supplies are used consistently over a long period of time, so standing orders can be set up to save storage space and assure the vendor you will be buying large quantities.
- Second, place orders. If possible, it is best to have one person order regularly utilizing the spreadsheet and whiteboard discussed earlier. The purchaser will need a list of vendors, the amount to order, and the item numbers of the product(s) for maximum efficiency. The spreadsheet described earlier and shown on the right is an example of what can be set up for each department in laboratory services and each vendor so that information is readily available. By setting up a computer automation system, the ordering system can become quite convenient and easy to use. There are software vendors that can help the laboratory with this.
A few definitions are in order at this time:
Standing order: An order for supplies, reagents, or consumables that continue to be followed by the laboratory or supplier until it is changed or canceled.
Backorder: An order for supplies, reagents, or consumables that is temporarily out of stock with the supplier. The supplier may be able to fill the back order within a few days, or much longer. The customer may wait; however, if the inventory is quite low, a new supplier may need to be located to fulfill the order.
