Purchasing 101

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A well-structured procurement program is essential for ensuring compliance, increasing competition, maintaining effective internal controls, and achieving successful purchasing outcomes. This webinar provides attendees with a comprehensive overview of the key elements that make up a professional procurement program and introduces the procurement processes that procurement professionals need to understand and implement effectively.

Participants will gain practical knowledge of procurement procedures, including the use and completion of procurement documents such as purchase requisitions and purchase orders, issuing competitive quotes, bids, and Requests for Proposals (RFPs), and drafting contracts. The session will also explore vendor database development, document workflow management, procurement policy creation, and strategies for avoiding common procurement pitfalls. Through real-world examples and best practices, attendees will learn how to strengthen procurement operations while minimizing delays, protests, and contract-related challenges.

Topics Covered:
  • Developing a professional procurement program, including policies, workflows, and internal controls
  • Preparing and managing procurement documents, including requisitions, purchase orders, bids, quotes, and RFPs
  • Drafting contracts and understanding key terms and procurement best practices
  • Building and maintaining vendor databases and document workflow processes
  • Increasing competition while avoiding common procurement pitfalls and protests
Your Benefits For Attending:
  • Learn the essential components of a professional procurement program and procurement workflow.
  • Understand how to properly prepare and utilize procurement documents, including requisitions, purchase orders, RFPs, bids, quotes, and contracts.
  • Discover best practices for increasing competition and avoiding common procurement pitfalls and protests.
  • Learn how to establish procurement policies that incorporate effective internal controls.
  • Gain practical insights into vendor database management and document workflow processes.
  • Review real-world procurement examples from requisition through contract execution.
  • Develop greater confidence in drafting procurement documents and contracts.

Whether you are new to procurement or an experienced procurement officer looking to refine your processes, this webinar provides practical guidance, proven best practices, and actionable ideas that can be immediately applied within your organization. Attendees will leave with a stronger understanding of procurement fundamentals and the tools needed to improve procurement efficiency and effectiveness.

Who Should Attend:

Existing Procurement Officers
  • Review practices used by other procurement offices that may enhance your own program.
  • Gain new ideas for addressing challenging or upcoming procurements.
  • Strengthen procurement skills by revisiting core procurement fundamentals.
New Procurement Officers
  • Learn procurement fundamentals from an experienced procurement professional.
  • Avoid delays and challenges commonly caused by inexperience.
  • Review real-world procurements from requisition through contract execution.
  • Examine sample procurement documents and contract terms.
  • Get a head start on drafting RFPs and contracts.
  • Learn effective vendor database management practices.
  • Understand how to avoid common procurement pitfalls.
Level: Basic
Format: Group Internet Based
Instructional Method: Live Webcast
NASBA Field of Study: Management Advisory Services (2 hours)
Program Prerequisites: None
Advance Preparation: No
  1. Introduction
  2. Definitions  00:01:58
  3. Definitions 00:08:51
  4. Procurement Legal Considerations 00:14:08
  5. Procurement Manual 00:20:16
  6. Procurement Workflow 00:23:13
  7. Dollar Limits 00:23:37
  8. Starting a Procurement 00:26:23
  9. Procurement Form Sample 00:29:04
  10. Purchase Order Sample 00:31:31
  11. Request for Quotation Sample 00:34:58
  12. Formal Bids 00:36:31
  13. Request for Proposal – Best Value 00:46:34
  14. Drafting an RFP 00:48:22
  15. Drafting RFP's (Cont'd) 00:52:31
  16. Mandatory Requirements 00:54:43
  17. Mandatories Continued 00:55:07
  18. Mandatories Continued – Mandatory Checklist 00:55:41
  19. Mandatories Continued  00:56:23
  20. Mandatories Continued – Specifications 00:56:59
  21. Drafting RFP's (Cont'd) – Scored Criteria 00:57:36
  22. Drafting RFP's (Cont'd) – Scored Criteria 00:59:29
  23. Drafting RFP's (Cont'd) – Scored Criteria 1:00:08
  24. Drafting RFP's (Cont'd) – Scored Criteria / Vendor Profile 1:00:50
  25. Drafting RFP's (Cont'd) – Scored Criteria 1:01:44
  26. Drafting RFP's (Cont'd) – Scored Criteria / Evaluation 1:02:20
  27. Drafting RFP's (Cont'd) – Scored Criteria / Z Score 1:04:41
  28. Drafting RFP's (Cont'd) – Vendor Submittals 1:05:35
  29. Scoring Matrix Sample  1:05:56
  30. Reference Questionnaire Sample 1:07:11
  31. Drafting RFP's Cont'd – Weighted Criteria 1:07:29
  32. Drafting RFP's Cont'd – Method of Award 1:07:40
  33. Drafting RFP's Cont'd – Method of Award / Sample Evaluation Language  1:08:11
  34. Drafting RFP's Cont'd – Procurement Schedule 1:08:26
  35. Drafting RFP's Cont'd – Contacts 1:08:53
  36. Drafting RFP's Cont'd – Contacts / RFP Submittal 1:09:20
  37. Drafting RFP's Cont'd – Pricing Pages 1:09:38
  38. Drafting RFP's Cont'd – Pricing Pages / Unit Costs 1:10:53
  39. Recommended Cost Formula 1:12:16
  40. Final Rating Sheet 1:12:50
  41. Summary of Evaluation Team 1:13:08
  42. The Preamble 1:14:14
  43. Procurement Documents as Attachments 1:15:35
  44. Scope of Work 1:16:29
  45. Payment Terms 1:18:35
  46. Term Dates and Renewals 1:19:32
  47. Escalation Clause 1:21:32
  48. Termination Clauses 1:22:44
  49. Termination Clauses Cont'd – Breach of Contract 1:23:14
  50. Termination Clauses Cont'd – For Convenience 1:23:23
  51. Jurisdiction 1:24:11
  52. Arbitration 1:24:29
  53. Insurance 1:26:02
  54. Bonding 1:27:17
  55. Indemnification 1:28:05
  56. Your Terms and Conditions 1:28:56
  57. Final Agreement Between the Parties 1:29:50
  58. Independent Contractor Provisions 1:30:41
  59. Penalty Clauses 1:30:59
  60. Order of Precedence 1:31:36
  61. Contract Draft Legal Review 1:32:29
  62. Contract Amendments 1:33:11
  63. Contract Administration 1:34:54
  64. Best Practices 1:36:59
  65. Best Practices 1:37:51
  66. Question & Answer Period / Thanks for Attending 1:41:15 

  • Kenneth Jones

    Kenneth Jones

    Ken Jones has been working in the public and non-profit procurement field for over 30 years. He worked for the New York State Office of Taxation and Finance as a Purchasing Assistant from 1985-87 and went on to work for the University at Albany, SUNY where he served as a Purchasing Agent and in 1999 [...]

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For more information regarding administrative policies such as complaint and refund, and cancellation please contact our offices at 407-542-4317 or [email protected].

You must answer all questions during the webinar, view the recording completely and pass the test at the end with 70% correct answers to receive CPE credit.

ISM Credit

Institute of Supply Management

This program may be used for Continuing Education Hours (CEH) toward recertification for programs offered by the Institute for Supply Management®, including the Certified Professional in Supply Management® and Certified Professional in Supplier Diversity®.

QPANJ Credit

Qualified Purchasing Agent - New Jersey

ATAPU Credit

Aurora Training Advantage is offering continuing education points designed to recognize dedication to training and excellence in purchasing.

Browse previous versions of this webinar series:

  • Purchasing 101
    Webinar Date: August 25, 2026
    VIEWING
  • Purchasing 101
    Webinar Date: January 1, 2026
    View
  • Audit 00:11:15, 00:23:01, 00:34:10, 00:47:58
  • Bid 00:02:46, 00:11:25, 00:24:59, 00:35:24, 00:43:17, 01:09:51, 01:14:07, 01:27:25, 01:38:11, 01:40:59
  • Commodity 01:39:12
  • Contract 00:10:59, 00:23:00, 00:33:00, 00:54:07, 01:14:06, 01:22:50, 01:25:07, 01:32:39, 01:40:30
  • Cost 00:02:41, 00:18:05, 00:41:29, 00:51:50, 01:10:11, 01:30:51
  • Independent Contractor 00:54:06, 01:07:58, 01:30:43
  • Invoice 00:19:19:20, 01:38:07
  • P-Card 01:37:38
  • Procurement 00:11:13, 00:18:52, 00:41:24
  • Purchase Order 00:10:59, 00:32:59, 01:15:39, 01:38:01
  • Purchase Requisition 00:08:51, 00:23:20, 00:29:04
  • Request For Information (RFI) 00:06:50, 00:41:47
  • Request for Proposal (RFP) 00:02:59, 00:11:26, 00:43:15, 0:54:02, 01:14:07, 01:39:34
  • Request for Quotation (RFQ) 00:09:54, 00:12:20
  • Scoring Matrix 00:05:41,00:48:30, 00:52:01, 01:06:01
  • Vendor 00:04:30, 00:15:44, 00:29:50, 00:38:34, 00:49:23,  01:14:25, 01:37:54
  • Z-Score 01:04:49, 01:05:20

Audit: A formal examination of an organization's or individual's accounts or financial situation

Bid: A bid is an offer made by an investor, trader, or dealer in an effort to buy an asset or to compete for a contract.

Commodity: A basic good used in commerce that is interchangeable with other goods of the same type.

Contract: A written or spoken agreement, especially one concerning employment, sales, or tenancy, that is intended to be enforceable by law.

Independent Contractor: An independent contractor is a person or entity contracted to perform work or provide services to another entity as a non-employee. As a result, independent contractors must pay their own Social Security and Medicare taxes. - Investopedia (https://www.investopedia.com/)

Invoice: An invoice, bill or tab is a commercial document issued by a seller to a buyer, relating to a sale transaction and indicating the products, quantities, and agreed prices for products or services the seller had provided the buyer. Payment terms are usually stated on the invoice.

P-Card: A PURCHASING CARD (also abbreviated as PCard or P-Card) is a form of company charge card that allows goods and services to be procured without using a traditional purchasing process. In the UK, purchasing cards are usually referred to as procurement cards

Procurement: Procurement is the process of finding and agreeing to terms, and acquiring goods, services, or works from an external source, often via a tendering or competitive bidding process. Procurement is used to ensure the buyer receives goods, services, or works at the best possible price when aspects such as quality, quantity, time, and location are compared.

Purchase Order: A legal contract between a buyer and a vendor. It lists the materials or services to be purchased on specified terms and conditions (quantity, price / pricing conditions, delivery date).

Purchase Requisition: A purchase requisition is a document used as part of the accounting process to initiate a merchandise or supply purchase. By processing a purchase requisition, appropriate controls can monitor the legitimacy of a purchase, as well as identify the business need for the products.

Request For Information (RFI): A request for information is a common business process whose purpose is to collect written information about the capabilities of various suppliers. Normally it follows a format that can be used for comparative purposes. An RFI is primarily used to gather information to help make a decision on what steps to take next.

Request For Quotation (RFQ): A process in which a company solicits select suppliers and contractors to submit price quotes and bids for the chance to fulfill certain tasks or projects.

Request for Proposal (RFP): A request for proposal (RFP) is a document that solicits proposal, often made through a bidding process, by an agency or company interested in procurement of a commodity, service, or valuable asset, to potential suppliers to submit business proposals.

Scoring Matrix: A tool that helps you evaluate multiple options based on a set of criteria.

Vendor: A vendor is a person or business that supplies goods or services to a company. Another term for the vendor is the supplier. In many situations, a company presents the vendor with a purchase order stating the goods or services needed, the price, delivery date, and other terms.

Z-Score: The Z-score formula for predicting bankruptcy was published in 1968 by Edward I. Altman, who was, at the time, an Assistant Professor of Finance at New York University. The formula may be used to predict the probability that a firm will go into bankruptcy within two years.

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Frequently Asked Questions

A professional procurement program is built on a foundation of documented policies, standardized processes, internal controls, and competitive practices that ensure the organization obtains goods and services at the best value while maintaining legal and ethical compliance. Core elements include a procurement manual that defines procedures and dollar thresholds for different purchasing methods, a vendor database for managing supplier information, a workflow that routes purchase requisitions through appropriate approval levels, and a consistent approach to competitive solicitation — quotes, bids, and RFPs depending on purchase value. Strong procurement programs also include contract management practices that ensure vendors deliver on commitments and that the organization understands its legal obligations. Whether in the public sector, nonprofit, or private industry, organizations that invest in procurement fundamentals reduce maverick spending, improve supplier accountability, and build defensible audit trails.
These three procurement solicitation methods are appropriate for different types of purchases and levels of complexity. A Request for Quotation (RFQ) is used for straightforward, well-defined goods or services where price is the primary evaluation criterion — the buyer specifies exactly what is needed and vendors submit their best price. A formal Bid is similar to an RFQ but typically subject to more rigorous public notification requirements and is awarded to the lowest responsive, responsible bidder — common in government and public procurement. A Request for Proposal (RFP) is used when the scope is more complex or when the buyer wants to evaluate suppliers on factors beyond price — such as technical approach, experience, management capability, and cost together using a weighted scoring matrix. RFPs allow best-value selection rather than lowest-price-only and are appropriate for service contracts, technology implementations, and other complex procurements where how the work will be done matters as much as what it costs.
An effective RFP is clear, complete, and structured to elicit comparable, evaluable responses from qualified vendors. Key components include a project overview and background that gives vendors sufficient context to understand the need, a detailed scope of work specifying exactly what the vendor will be expected to deliver, mandatory requirements that must be met for a proposal to be considered responsive, scored evaluation criteria with defined weights so vendors know how they will be assessed, a pricing page with a standardized format for cost submissions, and instructions for proposal submission including formatting requirements, deadlines, and contact information for questions. The evaluation criteria and scoring matrix should be finalized before the RFP is issued, not after proposals are received. Clear, unambiguous language reduces the number of vendor questions during the solicitation period and produces proposals that can be fairly and defensibly evaluated.
A well-drafted procurement contract clearly defines the rights and obligations of both the buyer and the vendor to minimize disputes and protect both parties. Essential elements include a preamble that identifies the parties and the purpose, a scope of work that specifies exactly what is being purchased with enough detail to resolve ambiguity, payment terms including amounts, invoicing procedures, and payment schedules, term dates and any renewal options, an escalation clause for multi-year contracts subject to cost increases, termination clauses addressing both for-cause and for-convenience scenarios, insurance and bonding requirements, indemnification provisions, and an order of precedence clause that establishes which document governs in case of conflict between the contract and its attachments. Contracts should be reviewed by legal counsel before execution, especially for high-value or high-risk procurements, and any amendments must be formally documented rather than made informally.
Internal controls in procurement are the policies, procedures, and approval workflows that ensure purchasing decisions are authorized, documented, and consistent with organizational rules and legal requirements. Key internal controls include segregation of duties — ensuring that the person who initiates a purchase is not the same person who approves it, and that the person who approves is not the same as the person who processes the payment. Dollar threshold requirements that escalate approval authority for larger purchases prevent unauthorized commitments. Mandatory competitive solicitation above defined thresholds ensures value and transparency. Vendor database controls that require formal onboarding and approval before a new vendor can be paid prevent fraud. Regular audits of purchasing card transactions, PO activity, and contract compliance surface irregularities before they become large losses. Organizations that build robust procurement internal controls create a defensible, transparent program that withstands audits, legal challenges, and public scrutiny.