Office Supplies Ordering SOP Template

1.Purpose

To keep the office stocked with the supplies staff need, control spending against budget, and avoid both shortages and excess inventory.

2.Scope

Applies to general office supplies, breakroom items and standard printer or copier consumables ordered for the office. Capital equipment purchases are covered by a separate procurement process.

Definitions

Par level

The minimum quantity of a supply item that should be on hand before reordering.

Rush request

A supply request needed sooner than the normal order cycle, usually at extra cost.

3.Responsibilities

Office Manager

Tracks inventory, approves and places orders, manages vendors and reconciles invoices.

Administrative Assistant

Checks inventory levels, restocks supply areas and receives deliveries.

Department Manager

Approves requests for items outside standard supplies or above the normal budget.

Employee

Submits supply requests through the standard process instead of ordering independently.

RACI matrix

R = Responsible, A = Accountable, C = Consulted, I = Informed

4.Materials and PPE

Materials, tools and systems

• →Supply inventory spreadsheet or system
• →Supply request form
• →Approved vendor list and account
• →Storage closet or supply room
• →Delivery receiving log
• →Accounting system for invoice coding

5.Procedure

1. 5.1

   Check inventory against par levels

   Administrative Assistant

   The administrative assistant does a weekly walk-through of the supply room and shared printer stations, checking stock against the par level set for each item.

2. 5.2

   Submit a supply request

   Employee

   An employee needing an item not stocked in the general supply area, or a quantity above normal use, submits a supply request form describing the item, quantity and reason.

3. 5.3

   Review the request

   Office Manager

   The office manager reviews each submitted request against the standard supply list and available budget, and decides whether it can be filled from stock or needs approval.

4. 5.4

   Approve non-standard or high-cost items

   Department Manager

   For items outside the standard supply list or above the normal per-order budget, the department manager reviews and approves or declines the request before it is ordered.

   Checkpoint: Non-standard or over-budget items are not ordered without department manager approval.

5. 5.5

   Build and place the order

   Office Manager

   The office manager compiles items below par level and approved requests into a single order, and places it with the approved vendor using the office supply account.

6. 5.6

   Handle a rush request

   Office Manager

   When an item is needed sooner than the normal order cycle, the office manager evaluates the cost of a rush order against the impact of waiting and places the order accordingly.

7. 5.7

   Receive and verify the shipment

   Administrative Assistant

   The administrative assistant checks the delivered items against the packing slip and purchase order, noting any shortage, damage or substitution before signing for the delivery.

   Checkpoint: Items received are checked against the packing slip before the delivery is accepted as complete.

8. 5.8

   Restock supply areas

   Administrative Assistant

   The administrative assistant restocks the supply closet, breakroom and shared printer stations, rotating older stock to the front so it is used first.

9. 5.9

   Update the inventory record

   Administrative Assistant

   The administrative assistant updates the inventory spreadsheet or system with the quantities received and any changes to par levels based on recent usage.

10. 5.10

    Reconcile the vendor invoice

    Office Manager

    The office manager matches the vendor invoice to the purchase order and receiving records, resolves any discrepancy with the vendor, and codes it for payment.

11. 5.11

    Review usage and vendor performance

    Office Manager

    Quarterly, the office manager reviews spend by category and vendor performance on price, delivery time and order accuracy, and adjusts par levels or the vendor list as needed.

6.Quality checks

• →Weekly inventory checks are completed and documented for all stocked items.
• →Non-standard or over-budget requests always have department manager approval on file.
• →Every delivery is checked against its packing slip before being accepted as complete.
• →Vendor invoices are reconciled to purchase orders before payment is coded.

7.Records

• →Supply inventory spreadsheet or system
• →Approved supply request forms
• →Purchase orders and packing slips
• →Vendor invoices and reconciliation notes

8.KPIs

• →Number of stock-out incidents per month
• →Average time from request to fulfillment
• →Monthly supply spend versus budget
• →Percentage of rush orders versus standard orders

9.Common mistakes

• →Letting an item run out before anyone notices it is below par level.
• →Employees ordering supplies directly from a vendor outside the process.
• →Accepting a delivery without checking it against the packing slip.
• →Never adjusting par levels even after usage patterns change.

10.Revision history