Key Stages for Purchasing Aerospace Parts

Written by Wong Ci En, DPSM

by Wong Ci En, DPSM

Purchasing is a highly complex hierarchical procedure with targets that reach a long way past the conventional conviction that purchasing essential job is to acquire products and ventures because of inward needs. The general targets of buying can be requested in five critical zones: supply movement, manage the sourcing strategy capably and effectively, make supply base organization, make balanced destinations to inner partners, and create coordinated buying techniques that help hierarchical objectives and goals. Below is a picture of the aerospace forgings and machine components, for both commercial and military aircrafts and helicopters.

As proven, purchasing technique will help company to gain productivity improvement and cost saving by optimizing to achieve their core business processes and goals.

Below is a diagram showing a purchasing cycle.

Step One: Assessingneed and creating Request for Quotation

Procurement assess the identification of need that include what to procure, the amount to obtain, where to deliver, and what the quality gauges are required.” This need will be communicated through a document called Purchase Request.

End users are the person who involved in developing the formal document that the details in which off-aircraft maintenance tasks on the specified component shall restoring a structural component toa functional state and re-working and restoring methodology are regularly given in any fitting Component Maintenance Manual.

The purpose of the specification is to covey the buyer’s requirement using Component Maintenance Manual for sourcing potential suppliers and helps the buyers to assess offers by giving a premise to similarity.

There are a few basic approaches to search new suppliers by browse through official aerospace website which provide a list of local/regional distributors and aerospace trade shows for aircraft and component parts in order to find a reliable and competitively priced supplier to success for the organization.

The next step is to Request for Quotation (RFQ) includes details on the product or service required like quantities, certification requirement and sent out to preferred suppliers. The RFQ stage can be initiated through direct negotiation.

Step Two: Receiving and Assessing Vendor Quotes

When the quotation being received, the buyer would need to consider those criteria that meet the requirement for the product or services like specification, delivery status, quality (requesting a sample), cost and past performance before selecting suitable suppliers.For the aviation distributor of aircraft parts, the firm will have a few suppliers to supply this part items before conducting a price comparison. The buyer will do a price comparison for a few suppliers based on the pricing, shipping terms and last purchase pricing. For the negotiation, the buyer would need to view the last purchase price before deicing to ask the supplier for a discount to meet the target price. After the stage of price comparison, the buyer would need the purchasing manager or general manager approval authorization to proceed for the purchase order. For the new supplier, the buyer would need to send the request for supplier to fill up the vendor evaluation form and another supporting document like quality management form.

Step Three: Purchase Order Issued to Vendor

Purchase orders are the document for official offer issued from the buyer to a seller by indicating the quantity of items, detailed descriptions of the items, the price, date of purchase and payment terms for the product or services. It is very important tools that purchase orders should use to guarantee spend remains inside spending plan. Without purchase orders following costs is increasingly troublesome, inclined to blunders an approving conveyance reports turn into an issue.

A purchaser should follow up on the delivery to meet the customer lead time by using the outstanding order report to the respective suppliers. If there is goods delay and not met the customer fulfillment, it will have impact the business turnover rate for the sales. It will be best for a company to get the spare parts delivered without surpassing the spending limit and also fulfill the customer needs.

Step Four: Purchase Order Items Received

The physical of the act for receiving the delivery of goods and storing them in the warehouse. The warehouse staff will need to generate the goods receipt note with packing list by checking the quantity of aerospace parts against the purchase order and invoices to ensure the delivery as agreed and send for inspection.  To the extent of quantity accepted based on inspection process of business, the company will strictly require the warehouse staff to check and ensure the parts are come with good condition before taken into the inventory stock.

The inspection process used on finding defects, goods for part number are having genuine label, Certificate of Conformity and EASA certificate required for aerospace parts, identify any shortage for the goods and packing conditions without marked or wrong packaging. If there is an issue for the goods, there will have a claim letter for us to fill up and issued to the supplier. The two methods for the claim to settle was by credit note or free of charge replacement. The warehouses staff will need to update the stock location in the system after complete the goods inspection.

Step Five: Invoice Received and Paid

The receipt is recorded until installment is expected it later structures some portion of the bookkeeping and compromise process. The purchase orders compared with the acknowledgement and invoice to ensure this quantity ordered, the quantity received or the quantity accepted is matched with the quantity invoiced to ensure that installment is made for the best possible amount and estimation of things. The payment will not take place unless this three reconciled match the order then payment will be made upon the expiration of the agreed credit terms.

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A comprehensive purchasing process will help organization to grow and ensuring compliance to the procedures. It helps the employee to perform and meet objectives to deliver the best profit to the company. So for the steps of purchasing process will be different in all companies but the fundamentals will remain the same.


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Way Tian Chai, DPSM. (2019). “Key Stages for Purchasing Heavy Equipment Parts” Retrieved from SIPMM:, accessed 12/03/2020.

About the Author Wong Ci En has several years of experiences as a procurement professional specifically in electronics and aerospace sector. She is a member of the Singapore Institute of Purchasing and Materials Management (SIPMM). Ci En completed the Diploma in Procurement and Supply Management (DPSM) on March 2020 at SPIMM Institute.