Are you familiar with the stages of IT procurement? Acquiring new technology is a considerable investment. Without the proper research beforehand, you could waste money on software or hardware that’s incompatible with your systems. Well-planned procurement management will help you avoid this scenario. Here are the five stages to follow:
Stage 1: Identify Your IT Needs
Every company—even those in the same industries—has different IT system requirements. Identifying the exact software, hardware, or peripherals you need will eliminate potential obstacles down the road. Once you pinpoint the problem you want to solve, you can narrow down your choices. This initial stage sets the tone for the rest of the process.
Stage 2: Find a Supplier
Once you know what product your business needs, it’s time to find a supplier to provide it. There are many competing vendors in the IT world. Take time to compare your options before settling on a distributor. The right one will be able to meet your acquirement deadlines and help you stay on budget.
Stage 3: Negotiate the Deal
Suppliers are in the business of making money. But that doesn’t mean you can’t get a better deal. Negotiate with the distributor for the best price. Ask pertinent questions. Do they offer a money-back guarantee? Do they provide support or software updates? Once you agree on the purchase terms, make sure to get them in writing.
Stage 4: Finalize a Purchase Order
With the approved terms in hand, you can now create a purchase order (PO). This document is a legally binding contract between you and the supplier. It details purchase intent, quantities, and price. Every PO should include:
- Buyer and supplier contact info
- PO number
- Description of goods or services
- Price per unit
- Quantity
- Subtotal, taxes, and total
- Payment due date
Stage 5: Order Management
Who will receive the products? You’ll need an order management system in place to ensure the supplier delivers everything as promised. Inspect the items upon receipt. If you notice any damage or mistakes, reject the delivery. Communicate with the vendor to resolve any issues in a timely manner. Once you confirm order accuracy, arrange to pay the invoice by the due date.
Hardware and Software Procurement Support
Procurement protects SMBs from ordering errors, but it’s a lengthy process that also requires a keen eye for detail and extensive IT knowledge. Sound intimidating? CMIT Solutions wants to help. We offer professional procurement management. Our team can save you time and money by procuring technology systems and products for your business.
Why choose us? At CMIT Solutions, we maintain working relationships with the leading technology and telecommunications providers. This lets us secure the best pricing and support for all our clients. With over 800 technicians across 240 locations, you know we’ll always be there when you need us.
Looking to upgrade your software or hardware? Contact CMIT Solutions to begin the stages of IT procurement.
