Purchase Order Terms And Conditions - material procurement pertaining to production such as Yarn, Fabric

Dear Seniors, Currently, our concern Purchase Orders for material procurement pertaining to production such as Yarn, Fabric (Greige and finished) and Accessories (Sewing and Packing) contain Terms & Conditions as six bulletin points, which is as follows:

Terms And Conditions
1. MATERIALS WILL BE RECEIVED ONLY IF DELIVERED IN GOOD CONDITION.
2. EACH DELIVERY SHOULD BEAR THE INVOICE AFFIXED WITH OUR GATE SEAL WITHOUT FAIL.
3. SEND THE DUPLICATE PURCHASE ORDER ALONG WITH YOUR BILL.
4. GOODS SHOULD BE DELIVERED ON OR BEFORE ABOVE MENTIONED DELIVERY DATE.
5. DISPATCH HAS TO BE DONE IN THE SPECIFIED DELIVERY DATE MENTIONED IN PURCHASE ORDER & DISPATCH SLIP FAILURE ON THAT OF PURCHASE ORDER VALUE WILL BE LEVIED AS PENALTY.
6. ECO-FRIENDLY PACKING SHOULD BE MADE WHEREVER POSSIBLE.

Kindly advise if we can proceed with this or add some more points.

Hi,

Referring to point no.4, what if the goods were not delivered on or before committed date ? You may give more brief about it.

Delayed Delivery : In case of any delay in delivery of goods beyond the committed date the Buyer reserves their right either to accept the delayed delivery at reduced price as agreed mutually between Buyer and Seller or cancel the order partially or in full.

Dear Raghu Pathi,

Following are my point-wise comments: -

1. MATERIALS WILL BE RECEIVED ONLY IF DELIVERED IN GOOD CONDITION: - Just writing "good condition" is not sufficient. Please specify the exact quality requirement.

2. EACH DELIVERY SHOULD BEAR THE INVOICE AFFIXED WITH OUR GATE SEAL WITHOUT FAIL: - You need to write "the goods should accompany invoice". This is sufficient. Affixing the seal at the company's entrance gate is the responsibility of your security.

3. SEND THE DUPLICATE PURCHASE ORDER ALONG WITH YOUR BILL: - Why do you need a duplicate copy? If the PO Number against whom the invoice is raised is mentioned, then it should be sufficient.

4. GOODS SHOULD BE DELIVERED ON OR BEFORE ABOVE MENTIONED DELIVERY DATE.

5. DISPATCH HAS TO BE DONE IN THE SPECIFIED DELIVERY DATE MENTIONED IN PURCHASE ORDER & DISPATCH SLIP FAILURE ON THAT OF PURCHASE ORDER VALUE WILL BE LEVIED AS PENALTY: - You are putting a strict condition. However, these things are decided while negotiating with the supplier. Secondly, what should be the penalty % for how many days of delay needs to be specified.

6. ECO-FRIENDLY PACKING SHOULD BE MADE WHEREVER POSSIBLE: - "Eco-friendly Packaging" is a vague concept. Specify the packaging should be of what material.

Additional points that merit inclusion: - These are as below:

7. Quantity: - What if the material meets the quality requirement but not the quantity? What if there is an unreasonable deficiency?

8. Payment terms: - Please write the details of the credit period as negotiated.

9. Conditions if any on rework after the delivery

10. Method of inspection of the material: - Write clearly how the quality check of the material will be done, what types of laboratory tests will be conducted etc. If the buyer and supplier adopt different methods, then it could create problems after the delivery.

11. Insurance and transportation: - If it is not mentioned in the INCO Terms, then specify clearly whose responsibility will it be to insure and transport the goods.

Thanks,

Dinesh Divekar