Beschaffungsauftrag

Beschaffungsauftrag is a formal instruction within a company or organization to procure specified goods or services from an external supplier or, in some cases, from an internal unit. It is a core instrument in procurement management and is used in both private industry and public procurement to trigger the purchasing process. The term often corresponds to the purchase order in practical use, while still emphasizing the planning and control aspects of acquisition.

A Beschaffungsauftrag typically contains essential details such as the description of the item or service, quantity, unit, delivery date and place, price and currency, payment terms, and the supplier to be contacted. It may reference a contract, framework agreement, or supplier catalog and includes references like order numbers, delivery conditions, quality requirements, and acceptance criteria. The document sets the legal and operational basis for the procurement transaction.

The process usually follows a requisition and approval cycle, supplier selection, and ultimately the issuance of the Beschaffungsauftrag to the supplier. It triggers procurement activities, materials planning, and logistics. Throughout execution, the order status is monitored, amendments can be made if needed, and a three-way match (order, receipt, and invoice) is used for verification and payment.

Legal effect and variants: a Beschaffungsauftrag creates a binding obligation once accepted or acted upon by the supplier, such as shipment or acknowledgment. Variants include one-time orders, framework or blanket orders for ongoing needs, and open or confirmed orders depending on the context.

In practice, Beschaffungsauftrag is managed in ERP or e-procurement systems and plays a central role in ensuring traceability, compliance, and cost control in the procurement process.