The procedure for filling out an application for the purchase of goods in accordance with the requirements of 44-FZ and its contents

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Published: 05/22/2020

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The victory of a participant in the auction held in accordance with the norms of 44-FZ largely depends on how correctly the application for participation was drawn up. To correctly draw up an application for participation, potential suppliers need to understand what information is mandatory and what is not, what needs to be included in the contract price and when it is important to list all the parameters and characteristics of the supplied product, etc.

• What is a purchase application under 44-FZ, and why is it necessary?
• The procedure for filling out an application for the purchase of goods
• Basic rules and filling requirements
• List of documents attached to the application

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Why is an application required?

Important! An application for the purchase of goods is a document that indicates the customer’s desire to purchase a certain list of goods.

Despite the trusting relationship between the counterparties, they must be supported by certain documents. The document processing procedure is based on the documentary reservation of the goods for yourself to receive it in the future. This application is necessary if the parties have not yet decided on the exact range and quantity of the required goods when concluding the transaction. In such situations, the name of the required goods is indicated in a separate document - an application. This document can also be considered as consent to the payment terms offered by the supplier.

After filling out the application, the buyer is responsible for accepting and paying for the delivered goods, if the list, quantity and quality of the goods corresponds to the information specified in the document. The application must be drawn up in such a way that, if legal proceedings between counterparties are necessary, the agreed terms of the transaction can be clearly defined (

Sample memo for stationery

The easiest part to fill out is the header. All data that is indicated can be clarified with other employees or management. First names and patronymics can be entered in full form or in initials format. The main condition is the ease of determining who sent the note and in relation to whom.

The main text of the appeal should begin with the words “I bring to your attention...” and the like. The beginning of the note should allow the applicant to easily get to the point of the issue, avoiding unnecessary words.

The report should be brief but complete. All the necessary information fits into the text itself. It is advisable to leave references to dates, times and circumstances. This will make it easier to verify the transmitted information and relieve the official from additional questions.

A memo is a convenient way to request that an official solve necessary tasks, for example, replenishing supplies of office supplies. Despite its legal vulnerability (there are no relevant regulations in the legislation), this type of treatment remains in the organization’s documentation for a long time.

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Actions when purchasing a product

The purchase of goods is a set of sequential interrelated actions:

1. An application is being drawn up.
2. The supplier is determined.
3. The order is placed.
4. The order is analyzed.
5. The order is being executed.

The supplier may develop its own application form. In this case, counterparties must use these forms to complete the transaction.

Important! A correctly drawn up application for the purchase of goods allows you to resolve possible controversial issues between the buyer and the supplier regarding the timing, volume and quality of the supplied products.

What mistakes should you avoid?

If the memo is not drawn up properly, it will not be accepted by the addressee. To do this, it is necessary to take into account the mistakes that are often made when drawing up an appeal:

1. The recipient is not specified or the entered data is incorrect.

2. The text has no reason for appeal.
3. There is no information available on how to solve the problem.
4. The text uses vernacular language.
5. The document is not drawn up on the organization’s letterhead (if any).
6. The entered data is incorrect.
7. No official signature.

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Before sending a note to an official, it is necessary to re-read and correct any errors and omissions. Once they are eliminated, managers will have no reason to refuse to accept the appeal.

How to make an application correctly

The application process begins with the names of the counterparties, that is, the supplier and the buyer who have entered into an agreement for the supply of goods. In addition, the legal and actual addresses of the parties, contact information and payment details are indicated. The application must also contain a reference to the details of the supply agreement concluded between the parties. It is on this basis that subsequent information is indicated in the application.

Next, a direct application for the supply of goods is written, which includes:

• Description of goods;
• characteristics of goods;
• the number of units of the entire list of necessary goods;
• unit cost of the item, as well as the total cost of the application.

Important! One of the important points of the application is the delivery time. If delivery must be made in several stages, then the application should also indicate a delivery schedule indicating specific dates, as well as a specific list and quantity of goods.

At the end of the document, signatures of authorized representatives of the company are affixed, as well as seals of the organization are affixed. If company representatives act on the basis of powers of attorney, then the details of these powers of attorney are also included in the application. Upon receipt of the application, the supplier must put a mark on it indicating acceptance for execution. In addition, confirmation may be sent to the buyer in writing.

Sample application

Basic filling requirements

You can draw up a memo yourself, especially if the company does not have an established template. But there is a list of details that must be included in the document:

1. On the top right is the position and full name of the employee who is the addressee, i.e. the recipient of the document.
2. A little lower down is the originator of the paper, i.e. the person who forms the appeal.
3. The line below in the center displays its name.
4. Next, the purpose of its preparation is indicated: “for the purchase of materials,” “for receiving materials from the warehouse.”
5. Request for provision.
6. At the bottom is the registration number and the date on which the note is issued.
7. Signature and transcript of the surname and initials of the responsible person.

It is possible to include a table with a list of office items or to design it using a separate application.

Oral application

Sometimes the parties agree among themselves to submit an application orally, for example, by telephone. In this case, each buyer’s application is recorded in a special journal and assigned a specific number. Further, such oral appeal can also be confirmed on paper.

Regardless of the form in which the application is drawn up, it always provides for certain conditions for its execution. The main part of the document containing the direct application is usually filled out in the form of a table. The information that characterizes the requested goods is not reflected:

• Name;
• vendor code;
• characteristics;
• quantity of goods of each item;
• unit cost;
• the total cost of each item of goods;
• total amount of the application.

The application may also indicate general requirements for product packaging, dimensions of goods, delivery methods and dates, and recipient addresses. The buyer must have a clear understanding of the timing, which includes not only the direct delivery of the goods, but also the time for its preparation.

If the buyer is provided with discounts under the supply agreement, this should also be indicated in the application. In addition, the document may indicate other additional agreements and special payment terms. For example, by agreement of the parties, advance payment for goods or payment for goods after delivery may be provided.

Important! According to their form, all supply requests can be divided into internal and external. Internal applications are presented in the form of business letters and they are compiled with participation in various events, tenders, etc. in order to obtain services from other organizations.

What is a memo

A memo is a document that contains a request or proposal addressed to another employee. Such a document can be not only internal, but also external, that is, sent outside the organization.

Used for proposals and requests between departments and employees who are not directly subordinate. The document reflects not only brief information regarding the situation, but also a solution plan.

In what order are goods received upon request?

The procedure for receiving goods based on a pre-sent application is as follows:

1. First of all, the customer’s representative contacts the supplier’s representative in order to clarify all the details of the future application. It is necessary to clarify the availability of goods in the supplier’s warehouse, their volumes, quality and other parameters. If the supplier does not have the required product, you will need to find out the date of its delivery to the warehouse.
2. After this, it becomes clear how to send the application to the supplier. The application can be submitted by email or fax.
3. Next, the application for the product is directly drawn up and transferred to the supplier’s representative.
4. After this, the supplier proceeds to process the application. If he has any questions, he can contact the customer’s representative to clarify the questions. If the supplier has no questions, the application is simply confirmed and sent to the warehouse. Next, based on the application, the required goods are reserved at the supplier’s warehouse.

Important! Filing an application for the purchase of goods requires compliance with a certain procedure. In this case, the parties can be confident that the goods will arrive to the buyer in the required volume, required quality and within the agreed time frame.

Drafting and contents of the note

Requirements for the preparation of documents”, which will allow you to comply with the principle of uniformity in the preparation of business documentation. In order to streamline the internal movement of company documents, each memo must have its own registration number assigned to it when compiled.

The main details are:

• information about the addressee (structural unit, position, full name);
• registration number and date of preparation of the memo;
• name of the document (“Memo”);
• a subheading to the main text, partially revealing the subject of the message;
• text of the note;
• signature of the compiler, his full name, position and name of the structural unit.

Download an example of a bonus memo (Size: 36.0 KiB

Pros and cons of applying for the purchase of goods

Styling a memo

The memo must be drawn up in business form. The text should not contain vernacular or obscene expressions, and the essence of the appeal should be stated concisely and clearly. A prerequisite is a way to solve the existing problem.

The form in accordance with which the note is drawn up may be reflected in the statutory documentation of the organization. Otherwise, the employee has the right to draw up a document in free form, but taking into account some mandatory parts of the application.

All types of reports, to which the memo refers, must be drawn up in accordance with GOST 6.30-2003, which specifies the required details.

The form on which the note is drawn up may be provided for in the organization’s statutory documentation. If there are no rules regarding a strict form, then the document is drawn up on a regular white A4 sheet. If the size of the report exceeds one format, then the information must continue on another sheet. Filling out the reverse side is not recommended, as it may lead to refusal to accept this method of submitting an appeal. If the document consists of several sheets, then they must be numbered and stapled.

Refusal of application

The legislation provides for the buyer the opportunity to refuse an application to purchase goods if certain circumstances occur. For example, if the customer has financial difficulties that do not allow him to fulfill the obligations that were previously agreed upon with the supplier. But in this case, the buyer will need to confirm the fact that he is really in a difficult situation. If there is no justification for refusal of the application, then such refusal is considered a violation of the terms of the contract.

Document structure

The absence of a form prescribed by law for drawing up a note is not a reason for the absence of a specific structure. The document is based on a standard design algorithm:

1. In the upper right corner the details of the addressee who is the recipient of the note are indicated. This includes information about the position, full name.

2. Similar data regarding the applicant should be reflected below.
3. Next, the date of drawing up the note, the number issued for internal document flow, and the locality of registration of the organization are indicated.
4. The title of the document “Internal Note” is indicated in the center.
5. The main text indicates the reason for the request. It is necessary to list exactly what is required to solve the problem. This should include information about a possible way to resolve the issue.

At the end, the note is certified by the signature of the originator. A signature from the manager will also be required to approve the application.

How do notes differ from each other?

For clarity, we show the main differences in the table.

How to write notes correctly

Many employees find it difficult to write notes, because this is an unusual job for them. To make the task easier, provide rules for drafting, as well as note forms in a local regulatory act, for example, in an office management manual, and familiarize employees with it. A fragment of an instruction might look like this, for example.

Limited Liability Company "Alfa"

Approved by order of Alpha LLC dated December 27, 2011 No. 123

Instructions for office management of Alpha LLC

4.10. Notes (reports, official, explanatory)

4.10.4. Each note is drawn up indicating the following details:

• name of the structural unit that compiled the note;
• name of the type of document - report, official or explanatory note;
• date of the document - date of signing (in Arabic numerals in the sequence: day, month, year);
• addressee - f. And. O. and the position of the person to whom the note is addressed (in the dative case);
• title to the text, which should begin with the preposition “O” or “About”;
• a note about the presence of the application (if there is one), for example: “Attachment: 1 copy. for 3 l.”;
• signature of the compiler (position of the compiler; personal signature and its transcript (full name)).

4.10.5. The text is written in the first person singular.

The text of the note should not contain greetings or final wishes.

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It is recommended to end the text with the words “I think. (necessary, expedient, etc.)”, “I propose. ", "Ask. (highlight, direct, etc. or draw the necessary conclusions).”

4.10.6. Forms for reports, official and explanatory notes are given in Appendices No. 15, 16, 17 to the Instructions.

When an employee needs to write a note, give him a ready-made form, or better yet, a sample. Let's give examples of the design of different notes.

Limited Liability Company "Alfa"

General Director of Alpha LLC I.I. Stasov

Head of HR Department S.V. Klimova The reasons specified in the explanatory note are considered disrespectful. Apply disciplinary action in the form of a reprimand to T.I. Bogdanova

Chief Accountant A.D. Zharova Take measures to restore the gas turbine engine

30.08.2012

dated 30.08.2012 No. 12

On the reasons for the loss of the original gas customs declaration

The loss on 08/29/2012 of the original customs declaration for the supply under the Contract with Bonduelle, France, dated 04/20/2012 of a consignment of green peas (Customs post Gatchinsky) occurred when photocopying this document.

An office copier is not designed for automatic copying of documents of light paper density. The original GTD, having a tracing paper density, was automatically copied together with other documents with a higher paper density. As a result, a jam occurred and the original gas turbine engine was jammed between the copier rollers. When trying to extract it, the document was torn into small, irreplaceable and unreadable parts.