Governance · enquiry to warranty
What you receive, at every stage of the order.
A documented supply chain is the difference between a trader and a vendor you can put on a purchase order. Below is the paperwork you receive against an order, in the sequence you receive it — and below that, the ISO 9001:2015 records we keep behind it and will produce on request.
01
At quotation
Within 24 hours of a complete enquiry
- Written quotation
- Line-item pricing against your specification, with the lead time stated in writing and not estimated verbally.
- Proforma invoice
- Raised against your GSTIN and billing entity, so the purchase order can be released without a second round of paperwork.
- OEM technical datasheet
- The manufacturer's own specification for the make and model offered, so the quotation can be checked against your tender, drawing or bill of quantities.
02
On dispatch
After goods inward inspection
- Batch and serial record
- Traceable batch or serial numbers captured against the dispatch, so a warranty claim can be tied to a specific unit rather than to an order.
- BIS / ISI and BEE declarations
- Certification marks and declared energy ratings, where the product category requires them.
03
On delivery
On arrival at your site
- Tax invoice
- GST-compliant, matched to the proforma and the purchase order, with the OEM warranty passed through to you in writing on the invoice itself.
- E-way bill
- Generated for the movement where the consignment value requires it.
- Packing list and delivery challan
- Itemised against the order, so receiving can check the consignment without opening the order file.
And what we keep
Records, not deliverables.
These sit behind the documents above. We do not send them with every consignment — but if you are auditing us as a vendor, or want the record for a specific delivery, ask and you will get it.
- Goods inward inspection record
- Every consignment checked against recorded criteria before it moves. The same criteria apply to a cement consignment and to a server rack.
- Non-conformance report and corrective action
- Raised where an inspection fails, with the corrective action recorded and closed before the consignment is released.
- Approved vendor list and supplier re-evaluation
- Suppliers are evaluated before approval and re-evaluated periodically. A supplier that fails repeatedly comes off the list.
- Customer complaint log
- Any issue you raise is logged and tracked to closure, rather than handled by conversation and forgotten.
- Measured objectives and management review
- On-time delivery, quotation turnaround and order accuracy are measured across the business and reviewed annually under ISO 9001:2015.
Before the first order
Vendor registration pack
Most buyers need Proserv on their vendor master before a purchase order can be raised. The pack contains everything a finance or procurement team asks for, in one file.
Request the vendor pack- 01Certificate of incorporation and PAN
- 02GST registration certificate
- 03UDYAM (MSME) registration certificate
- 04ISO 9001:2015 certificate, no. 3029QAF25
- 05Importer-Exporter Code and LEI
- 06Bank details and a cancelled cheque
Procurement as a Service (PaaS) · Gurugram
Every order runs on the same paperwork.
Send a complete enquiry and the quotation, with the lead time in writing, follows within 24 hours.
Request a quotation