Differences between Sourcing and Procurement. What separates the two?

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Procurement and sourcing are two closely related operations that are frequently used alternatively. But, just as with twins, even though they appear and sound-alike doesn’t mean they’re identical. However, in the corporate world, we need to have a clear understanding of how these two concepts vary and also how procurement technology may help. Both are intertwined and play an important part in the company’s distribution network. We will learn about procurement and sourcing strategy in this blog. We’ll also concentrate on how they vary from each other.
First, let’s try to break down Sourcing and Procurement in simple terms for better understanding.

What is Procurement?

Let’s start with procurement, which is the overall process that includes sourcing. Procurement is a procedure that has an impact on the entire supply chain. Despite the fact that more companies are now starting to take procurement very seriously, it still lacks the credit it deserves among several components of a thriving supply chain.


Your supply chain’s bread and butter are called procurement. Well before the distribution network can start producing produced goods, it must first acquire the necessary ingredients. Procurement, in its most simplistic level, is the part of creating orders with vendors, verifying the purchases, paying for such orders, and ensuring that everything has been delivered appropriately. Therefore, Procurement includes:

  • Recognize Your Requirements – What are the materials you’ll need to succeed?
  • Identify your vendors- Selecting the right vendor for your business is a key step.
  • Request for a quotation by floating an inquiry.
  • Compare and negotiate quotations to choose the best one.
  • Construct a Purchasing Order — Make a formal purchasing order that lists all of the materials you’ll need.
  • Contracts – Talk about purchasing conditions and contracts.
  • Request Quotes – See what costs are being provided and whether they are within your budget.
  • Obtain Budget Approval – Once the budget has been accepted by all parties involved materials will be delivered.
  • Receiving Goods — Acquire, store, and organize the needed goods.
  • Compare the invoice to the purchase requisition/purchase order and the receiving report — This is known as three-way matching, and it ensures that no mistakes or missed items are present.
  • Creating an Invoice Payment after paying the provider for your goods.
  • Maintain Transaction Records – Ensure that your records are well-organized and accurate so you are able to speed up your follow-up process.

What is Sourcing?

Now we’ll go on to our second twin, sourcing. If procurement is among the initial steps in creating a strong production process, then sourcing is just what allows it to happen. Sourcing is the practice of identifying the right supplier for products and services, evaluating them, choosing them based on company needs, and maintaining them as whoever can offer the inputs that fit with the firm’s day-to-day operations. Evaluation of the supplier market, development of the procurement strategy, and negotiation of the purchase terms and conditions are all part of sourcing management. Suppliers must be discovered and verified before all of your important supplies can be acquired and transported to your production plants.


This allows businesses to obtain accurate data and market outcomes that are among the best in the industry. As a result, businesses demand high-quality, low-cost items/products be delivered to the customer. To simply put down, sourcing can include:

  • Determine the needs of your customers.
  • Examine the market’s options
  • Create Material Requirements
  • Define the Qualities of a Successful Supplier
  • Before an RFQ is put out, a request for information (RFI) is used to help evaluate vendors.
  • A basic survey to assist in the narrowing of the supplier market. It is optional, but you
    can still choose to do it.- An official request for a supplier’s quotation. – Usually comprises bidding and comprehensive project reports, and is far more involved
    than an RFI.
  • Negotiation

Despite the fact that there is a clear distinction between sourcing and procurement (sourcing is only a tiny component of the procurement processes), many smaller businesses mix the two. Corporate requirements are identified, vendors are researched, sourcing events are held, replies are evaluated, and suppliers are awarded. Procurement covers a wide range of activities, including sourcing, contractual relationships, ordering, purchasing, settlements, research, and supplier management.


Rather than relying on a sourcing team to discover vendors, procurement teams/software like Pakka Business will jump in and acquire services and goods indirectly as required. Similarly, sourcing teams are able to make / place orders from suppliers with whom they have long-term relationships.

One of the most significant distinctions between both of them is that sourcing occurs even before procuring can begin. It is reasonable to combine the two in less sophisticated firms, but keeping them separate frequently provides a smooth out of both procedures and minimizes errors.


To put it another way, sourcing is the process of establishing supply channels that procurement can employ to obtain supplies to meet the company’s demands. Procurement is the process of obtaining the goods, commodities, and services that an organization requires to operate. This is accomplished through sourcing, which is required for establishing and sustaining vendor relationships, evaluating suppliers, and ensuring supply chain resiliency.


Simply put, procurement is concerned with the what and how of things, whereas sourcing is concerned with the who. Procurement is concerned with simplifying the flow of goods, whereas sourcing is concerned with ensuring the distribution network that allows that flow to occur. The supply channels and relationships established through sourcing suppliers enhance the purchasing process.


Another feature of sourcing that distinguishes it from procurement is the ability to decide to choose whether or not to keep or end supplier relations. This is accomplished by evaluating a vendor’s overall performance utilizing data supplied by the procurement department. Strategic sourcing specialists are now viewed as decision-makers, and their function is becoming more significant as they assist in cost reduction and resource input available for all sectors.


Conclusion:
In essence, sourcing is more concerned with partnerships and minimizing the risks associated with bringing on new vendors. Procurement teams are in charge of procuring and purchasing the resources needed to produce commodities/goods for sale. Therefore, it becomes extremely important for companies to have professional Sourcing and Procurement teams to ensure the smooth functioning of departments.

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