Procurement

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Rules

• Know your budget. Use it wisely!
• Try to get everything from one Supplier.
• No Supplier from outside EU!
  

  Problem: Buy 1 piece for 1 € and pay additional 5 € for shipping

  
  

How to order for your project

1. Determine Your Budget
   

   Check the available funds for your project. Identify the cost center (Kostenstelle) or the specific project account with your supervisor.

2. Compile Your Requirements (BOM)
   

   Create a complete Bill of Materials (BOM). List all components, including quantities, exact specifications, and links to the products if possible.

3. Compare Options & Get Quotes
   

   If there are multiple suppliers, compare prices and delivery times.

4. Prepare FH Documents
   

   Fill out the internal procurement forms (e.g., Bestellanforderung). Ensure the delivery address is the institute’s address, not your private one.

5. Obtain Approval
   

   Submit your list and the prepared documents to your responsible supervisor or the head of the lab for a formal signature/approval.

6. Initiate the Order
   

   Follow the official FH process: Submit the approved documents to the Purchase Department (Einkauf).
   Important: Do not order items yourself via private accounts if you expect a refund, unless explicitly authorized.

7. Receive & Inspect the Delivery
   

   Once the package arrives, check for completeness and any damages. Compare the content with the Delivery Note (Lieferschein).

8. Sign-off & Finalize
   

   Sign the invoice or delivery note to confirm the order is "received and correct" (sachlich richtig). Forward all documents immediately to the purchase department or the institute’s secretary to ensure timely payment.