How to control the purchasing cost of property management enterprises?

How to control the purchasing cost of property management enterprises?

In the case of rising operating costs, how to effectively control the procurement cost under the premise of "running out of income" is very important for the operating performance of the property management industry with meager profits. The reduction of procurement cost is not only reflected in the reduction of cash outflow of property management enterprises, but also directly reflected in the increase of profits and the enhancement of enterprise competitiveness. Because the purchasing cost of property management enterprises accounts for a high proportion of the operating cost of enterprises, it is one of the important and direct means for property management enterprises to reduce costs and increase efficiency by effectively controlling the purchasing cost. The following is my understanding of how to control the procurement cost of property management enterprises. Welcome to reading.

First, establish and improve the procurement system and do a good job in the basic work of procurement cost control.

In general, property management companies divide their procurement activities into outsourcing service procurement and material procurement. Outsourcing service procurement generally refers to cleaning services, elevator maintenance, external wall cleaning, engineering renovation and other services that enterprises cannot complete by themselves and need to entrust outsourcing. Material procurement refers to the daily material procurement of property management enterprises, including the procurement of office equipment and supplies, water supply and drainage equipment and business materials. This paper discusses how to effectively control the procurement cost based on the specific practices of most enterprises.

The key to procurement lies in paying equal attention to system norms and supervision, perfecting the system, strengthening supervision and giving priority to the system.

Supplemented by supervision, the two complement each other and are indispensable. Therefore, if enterprises do not formulate strict procurement and supervision systems, not only will the procurement work have no rules to follow, but it will also provide a hotbed for related personnel to operate behind the scenes. To improve the procurement system, we should pay attention to the following aspects:

1. Establish a strict and feasible procurement system. Establishing a strict, perfect and feasible procurement system can not only standardize the procurement activities of enterprises, improve efficiency, put an end to buck passing between departments, but also prevent the bad behavior of relevant personnel. The procurement system should stipulate the application for outsourcing service procurement and material procurement, the authorization authority of the authorizer, the process of bidding project and material procurement, the responsibilities and obligations of relevant departments, the relevant provisions of various outsourcing service procurement and material procurement, the quotation and price approval process, etc. For example, it can be stipulated in the procurement system that the purchased items should be inquired, compared and negotiated with suppliers, and finally the suppliers should be selected. It can also stipulate that the suppliers of procurement activities exceeding a certain amount need to be determined through bidding, and can formulate systems and processes including project establishment, preparation of bidding documents, formation of bidding team, pre-tender budget and storage, bid winning principle, bid issuing/bid opening/calibration method, contract signing, execution and supervision for internal audit departments to audit.

2. Establish supplier files and access system. Due to the imperfection of relevant national laws and regulations and the lack of market development

Balance and other reasons, the quality of suppliers in the market at present is mixed, so it is necessary to choose suppliers carefully. The basic practice is to establish files for qualified suppliers, which should include quantity, cooperation scope, applicable area, contact information, bank account number, detailed address, etc. And establish the corresponding supplier reputation evaluation system. Every supplier's file must be strictly audited before filing. The procurement activities of enterprises must be carried out among the registered suppliers, and the supplier files should be updated regularly or irregularly, managed by special personnel, and a strict supplier access system should be established. In addition to the above methods, it is necessary to file more than three suppliers of each type, and establish a perfect supplier reputation evaluation system after strict data review, on-site inspection and joint supplier evaluation. After careful selection, the survival of the fittest ensures the seriousness of becoming a qualified supplier of the company, which conforms to the universally applicable law of "what is suitable is the best".

3. Establish supplier price system and price evaluation system. The purchasing department should establish a price system that meets the market conditions for all conventional materials and materials of the company, and determine the cooperative suppliers and prices through bidding at the initial stage. For group property management enterprises, due to geographical and environmental reasons, there is a certain price difference of similar materials, and local price systems suitable for the region can be established respectively. After the price system is established, all demand departments can complete the procurement through planned procurement and emergency procurement. If the purchased materials are not in the price system, you can purchase them by establishing a "specific material" channel, and enter them into the price system in time after the purchase task is completed. In short, the price system is not static, but will change with the rise and fall of market prices and the adjustment of demand. The price system has a process of continuous supplement, adjustment, renewal and perfection.

4. Establish a mechanism of supervision and checks and balances. Establish demand, procurement and audit departments, each with its own responsibilities and interaction.

Internal supervision and restriction mechanism. The material purchasing department performs the purchasing function, accepts the supervision of the demand department and listens to the opinions and suggestions of the demand department. The demand department performs the function of purchasing acceptance, puts forward the variety and quantity of purchasing, and communicates with the material purchasing department in time. The internal audit department performs the function of auditing payment, thus forming a supervision mechanism of checks and balances among demand, procurement and auditing departments, and truly separating specific procurement from use, specific procurement from acceptance, and specific procurement from payment. In the actual operation process, through the published names of all suppliers, contact numbers and material prices, the audit department can understand the market by telephone or market inquiry every month, and publish the survey results, so as to truly avoid the risk of black-box operation and realize open and transparent "sunshine procurement".

Second, ways and means to effectively reduce procurement costs

1. Reduce the purchase cost through the choice of payment methods. If the enterprise has sufficient funds, timely payment of various funds to the cooperative suppliers can often bring greater price discounts and good corporate reputation. If some companies stipulate a bidding project of more than 200,000 yuan, suppliers can prepay 20%-30% of the materials under relevant conditions. In terms of material procurement, it can be settled once or once a month, which can effectively establish the company's good reputation, and ensure the quality service and low price provided by suppliers while protecting the rights and interests of suppliers.

2. Contain suppliers through effective competition. For bulk material procurement, an effective method is competitive bidding, and the bottom line price can often be obtained by comparing prices among suppliers. In addition, for the same type of suppliers, we should find more suppliers, and make them contain each other through the selection and comparison of different suppliers, thus making the company in a favorable position in the negotiations. The method of the company where the author works is that the qualified projects are carried out by bidding with the participation of more than three bidders, and other procurement projects must have more than three similar suppliers, which are internally divided into three categories: A, B and C. When one supplier fails to negotiate, it is necessary to find the next one in time to ensure the smooth progress of the procurement work.

3. Buy directly from manufacturers or manufacturers. Purchasing directly from manufacturers or manufacturers can effectively reduce intermediate links, reduce procurement costs and obtain better technology and after-sales service. In daily purchasing activities, actively and diligently find the most direct supplier of products, abandon numerous logistics or middleman links, and directly change cooperative suppliers when conditions are ripe.

4. Choose reputable suppliers and sign long-term contracts with them. Cooperate with honest and reputable suppliers.

Work can not only ensure the quality, timeliness and after-sales service of materials, but also get their payment and price care, especially signing long-term supply contracts with them, which often get more price concessions.

5, fully carry out market research and information collection. To achieve a certain level of procurement management, enterprises should pay full attention to the investigation of procurement market and the collection and collation of information. Only in this way can it fully understand the market situation and price trend and put itself in a favorable position. Conditional enterprises can assign special personnel to do this work, and regularly form research reports.

Third, the implementation of strategic cost management to guide procurement cost control

1, estimate the cost of products or services of suppliers. Everything has two sides, so does purchasing management. We can't just emphasize the efforts within the enterprise. To truly control the procurement cost in an all-round way, it is not enough to rely solely on internal efforts. Also know the cost status of suppliers. Only in this way can we have an advantage in price negotiation. Facts have proved that we can know the management costs of raw materials, manpower and logistics. And through the on-the-spot investigation of suppliers and the visit to suppliers' related facilities, the cost of suppliers is estimated. After estimating the cost and knowing which materials account for a large proportion in the cost, you can grasp the initiative of price negotiation and try your best to find ways to reduce the cost with suppliers, thus reducing the procurement cost of your own enterprise. In such negotiations, we must always strive for a win-win situation, and we must establish long-term cooperative relations with suppliers. We can't force suppliers to lose money in negotiations.

2. Realize the purchasing alliance of property management enterprises. Alliance refers to the understanding reached between qualified property management enterprises.

Form a purchasing alliance, negotiate with the same supplier for a certain kind of materials and projects, and implement centralized procurement to avoid the contradiction that you can't get more preferential treatment because of a small quantity, so as to reduce the purchasing cost. Several enterprises can formulate reasonable operation rules, establish stable alliance relations, or cooperate temporarily to realize long-term alliance procurement of some daily materials and temporary alliance procurement of some specific projects. I believe that more enterprises and businesses will be willing to participate in the win-win situation of such alliance enterprises, buyers and suppliers.

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