REPORT FOR MANAGEMENT-Effective Purchasing Relies on

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Effective Purchasing Relies on the Analytical Laboratory Effective purchasing in the chemical process industries is an important factor in the profit or loss showing of a company. Here a top purchasing executive whose company buys $45,000,000 worth of chemical r a w materials per year tells why the purchasing department looks upon the analytical chemist as an ally and why such a close relationship exists between the purchasing and analytical functions.

new has been added in the year 1956. Throughout the world, niiltions of consumers of soaps, detergents, cleansers, dental cream, shampoos, shaving soaps, and a host of other toilet preparations, will be reminded by the distinctive seal on Colgate-Palmolive packaging that 1956 is the 150th anniversary of the founding of this company. Started in 1806 by William Colgate in a small factory located in downtown New York City for the manufacture of quality soaps and perfumes, the ColgatePalmolive Co. now packages over 100 household and industrial products in seven manufacturing plants in North America and 25 foreign factories, covering nearly every population center in the civilized world. I n spite of the intense competitive nature of the soap industry, this company has not only survived but chalked up a record of continual growth and expansion. This is especially remarkable in view of the changing times and customs and the whims of its major customer, the consuming public. The mnniifacture of soap is one of the oldest chemical processes and many of the earliest analytical procedures stem from the necessity for accurate control of raw materials and process reactions. There are many legends concerning the early soap boilers, who judged their product through feel and taste. I have known many of these old-timers and have been amazed at the skills they OMETHING

J. H. BLAKNEY Vice Presidenf in Charge of Purchases, Colgde-Palmolive Co., 300 Park Ave., N e w York, N. Y.

V O L U M E 2 8 , NO. 3, M A R C H 1 9 5 6

have developed through years of apprenticeship and costly trial and error. As soon as appropriate chemical analytical methods had been developed, demonstrated, and properly explained, the soap maker quickly learned to accept them for the control of his processes. He appreciated not only the greater accuracy and consistency provided by test tube and buret but also the saving of wear and tear on his tongue. Management also soon awoke to the advantages of these controls. The soap manufacturer was now able to produce a product of consistent quality, irrespective of varying raw material supplies, weather conditions, and the fluctuating efficiency of his workmen. It developed that the buying public also appreciated the uniform quality, and that this was being reflected by increased sales. At this point two shrewd moves were indicated. First, a laboratory was established, composed of the best analytical chemists available, to develop better, faster, and more accurate methods of control. Second, production capacity was expanded to exploit the reputation which these brands had achieved. Quality control paid off and this year Colgate celebrates its 150th year of growth and prosperity. The soap industry has always been a purchasing industry. For many years profits (or even sometimes losses) have been largely dependent on the prices paid for raw materials. Fats, oils, and perfume ingredients are pur7A

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ANALYTICAL CHEMISTRY

REPORT FOR MANAGEMENT chased from many sources all over the ~-01,Id. Unlike the chemical industry, many of these suppliers have no facilities for analytical control, and production requirements have often necessitated purchases from unknon-n or untested sources. The phrase "caveat emptor!' is especially significant to the ran- material buyer, as he well knon-s that t,he quality and value of a large purchase will reflect' significantly in t'he profit statement of his company. He quickly learned that' the control chemist iTas his ally in this respect anti a close liaison between these two departments soon tleveloperl. Some of the earliest analytical methods were established for the purpose of protecting the buyer of animal fats and yegetahle oils. 1 l a n y of these determinations have been included in the rules of conduct of trade organizations and societies anti are now accepted standards. On the other hand, the buyer may require material of unusual qualities and must consult wit'h the analytical cheinkt to develop specifications and test methods t o be written in his cont,racts. To speak of buying on a quality basis suggests buying the finest grade. This is not necessarily true; the best quality from the purchaser's vien-point is the quality best adapted to the particular end use. based on performance and price. l l o n y times a niedium grade may be acceptable. or under certain market' condit,ions it' may be more profitable to refine a less costly grade. Here. the buyer relies on the Analytical Division to analyze samples of offerings and to interpret iesult's toward a decision as to the most economical purchase. L-nusual climatic. political, or economic situations may drastically and on short notice alter the availability of nat'ural ran- materials. The analytical chemist. with his experience in the analysis of the properties of a vast number of materials, is in a position to suggest an available substitute. Many purchases, especially those subject to deterioration during shipment, are subject to price adjustment based on analysis upon receipt. The control chemist directly shares the responsibility with the Purchasing Department for protecting his company's interests. Finally, in the event of litigation resulting from quality claims, the chemist's technical testimony is essential t'o successful atljuclication. Hist'orically, the Purchasing Department and Analytical Laboratory have worked hand in hand. I n fact, their mutual responsibilities have been indispensable to the soap industry. K i t h the advent of synthetic det,ergents and Colgate-Palmolive's increased activity in the manufacture of toilet articles.

the purchase of chemical ran- materials has become of great importance. From a mere handful of chemicals, mainly alkalies, requirements no\T exceed 200 items with a total annual value of approximately $45.000,000. The determination of the most desirable technical quality of these many and varied ne.\materials, plus the reconciliation \\-ith availability and price, has, in itself. increased the int'erdependence of purchasing and analytical functions. Frequent reappraisals are necessary to ensure a balance beto-een technical and economic factors. Ken- and improved analytical techniques demand continual review of chemical supplies and t'heir sources. The scope of these activities has gron-n to such an extent that it has become desirable to enlist the cooperat'ion of vendors in establishing appropriate analyt'ical methods. Buyers, in t'heir conversations with sales representatives, find that over and above the considerat'ion of price and availability they must' be prepared to discuss both qualit'y and the niet'hods by .\vhich it, is determined. They are continually alert' throughout their many business contacts t'o new and improved analytical methods used by the trade or competitiori, which may be of value to their company. Purchasing, charged n-ith the responsibility of dealing u-ith outside suppliers, is frequently asked to arrange conferences for the mutual discussion of analytical t'ests and results. Trips are arranged for Colgate personnel to visit suppliers' laboratories in order to study organization, techniques, and equipment. Identical samples are distributed and comparative analysis and check result. Indeed, i t can be said that a vendor's analytical facilities and reputation can be considered as a factor of service and weighed in a decision on the selection of source of supply.

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Adequate Staffing Of continuing importance to our analytical groups is the problem of adequately staffing the control laboratories n hich perform the routine analyses on incoming raw materials (as well as nork in process and finished products). K h e n it is considered that individual deliveries may run n ell over 100 per day, one realizes the tremendous work load involved. Over recent years laboratory personnel has been more than tripled and control work is frequently performed on a shift basiq. Realizing that many of our specifications on incoming chemicals are identical with control analyses performed a t some point in their manufacture, suppliers are encouraged to submit their analyses concurrent ith shipment.

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These are forwarded to our Statistical Quality Control Department and the appropriate plant laboratory. If reasonable concurrence and adherence to specifications are experienced over an extended period of time, it may be practical to minimize many of our routine daily analyses. This procedure, still in the embryonic stage, has already considerably reduced the work load on several multiple daily deliveries. There even appears to be some validity to the assumption that a periodic spot check of raw materials can be as valuable a control as routine daily analyses on a limited scale. Certainly, this challenges the analyst to employ his initiative toward correlating his findings with plant difficulties or product deficiencies. This close liaison between purchasing and analytical is typical of most industries and contributes substantially to the success of many business enterprises. It is particularly important, however, within a company where purchases of materials and services represent the major portion of the finished product cost. The purchasing function is one of major importance and I am indeed grateful to the foresight of our management in having provided

Responsibilities of Analytical Groups

The workhorse of the analytical groups is the Control Laboratory operating a t each nianufacturing location under the supervision of the plant chemist, a member of the manufacturing superintendent’s staff. The general purpose of the Chemical Control Laboratory is to serve as a quality and process control tool. This is done by analyzing representative samples accurately and supplying the information to the proper persons in a form and a t the proper time to be of greatest value to them. These laboratories are responsible for all routine analyses in accordance with standard practice instructions plus any special tests that the plant chemist may consider desirable. Samples of each receipt of raw materials are received, classified, and stored, analyzed, or composited. Results of analyses are recorded and forwarded to the appropriate buyer and the proper manufacturing foreman. 811 deviations from specification limits are immediately called to the suppliers’

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ANALYSIS SYNTHETIC DETERGENTS

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REPORT FOR MANAGEMENT

attention. Persistent or flagrant deviation may narrant rejection of part or the whole of an incoming shipment. Such decision is made only after consultation and agreement between the plant chemist and the buyer of the material. Purchasing personnel are in continual contact with the Control Laboratories in order to check on the quality of daily receipts to ensure a continuing adequate supply of satisfactory materials. The Control Laboratory employs approximately 75 chemists and operates on a three-shift basis. Some of the analysts are student chemists completing their acadernic studies. The broad background gained through familiarity with a wide variety of materials and processes is considered exceptional experience and these analysts are continually in demand to satisfy personnel requirements by all departments. Our general purchasing agent in charge of all chemical purchasing was originally employed in the Control Laboratory, The Standards Department, a division of the Research and Development Department, is responsible for the publishing and distribution of all raw material purchase specifications and standard practice instructions. Here is perhaps the point of greatest liaison with the Purchasing Department. Differences in point of view between the scientific and commercial or economic aspect are ironed out within this group. Frequent meetings are held with purchasing personnel and analytical or other technical departments to establish new specifications and modernize or modify existing standards. The keystone of our world-wide operations is the Analytical Division, a part of our Research and Development Department. This group consists of 35 chemists, 11 technicians, and a secretary. Its organization is shown in Figure 1. Relation of Analytical Division to Purchasing Department

One of the specific responsibilities of the Analytical Division is to develop and establish analytical methods for the control of raw materials purchased by the Colgate-Palmolive Co. for the manufacture of finished products. Satisfactory analytical methods are known as standard practice instructions and are written stepwise under subdivision headings of scope, principle, reagents required, procedure, calculations, precision, and references. Under the latter heading, company files and published material appearing in the scientific press are cited. Raw materials from new sources are analyzed constantly by the Analytical 12 A

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Division in the search for less expensive or better quality raw materials a t comparable cost. New or novel raw materials are examined for any superior qualities they may impart to a finished product, even though a t first glance they may appear to possess the economic disadvantage of increased cost. Each analytical method developed for control is evaluated on the basis of the precision and accuracy to be expected of it in routine use. A knowledge of the precision and accuracy of a method permits setting up realistic specifications for the raw material analyzed. The precision between two or more chemists is statistically estimated (95% limits) to be within plus or minus a certain value a t the usual level of the constituent being determined. The estimated precision is also given for simultaneous duplicate determinations by the same analyst. The latter precision shows less variation than between chemists. The precision estimate is valuable in establishing realistic tolerances from a mean specification. Analytical methods are under constant rerision and the precision estimate is employed to demonstrate whether a suggested modification or even a new method is superior t o the one in current use. A secondary factor is the time involved in making a determination. Consequently, some of the laboratory standard practice instructions contain both a control method of analysis, rapid but with a lower degree of precision, and an alternative, more precise, but time-consuming exact method to be resorted to in the event of doubt whether a material meets specifications. l f a n y of the standard practice instructions are issued as tentative methods for an initial period of 6 months, At the end of that period of time the method is either approved as satisfactory or revised on the basis of the comments and criticism expressed by the various domestic control laboratories. Cooperation with Suppliers

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The Analytical Division cooperates closely with the suppliers of raw materials. It is axiomatic that the same analytical procedure should be employed by both the supplier and purchaser of a raw material. In every case the supplier’s method is evaluated and if it is based on sound scientific principles and possesses satisfactory precision and accuracy it is employed by Colgate-Palmolive. If, as sometimes occurs, we possess a demonstrably better method on the basis of improved precision or less time required

for the analysis, the Purchasing Department acts as liaison, to secure agreement with the vendor to employ our method. Once a satisfactory analytical method has been established by the Analytical Division, the Research and Development Department then is responsible for its publication and distribution to all control laboratories, both domestic and foreign. This becomes our official method and is uniform for the control work of all laboratories. The Research and Development Department specifies the method to be followed for each determination and, in the case of a mixture, for each constituent that is to be determined. I n this may control is uniformly firm and not haphazard and the control laboratory can function most advantageously in planning its work load. Records also are complete. I n the case of disagreement between the vendor and the control laboratory, the Research and Development Department often acts in the capacity of a referee chemist. The Analytical Division with its ample resources of skilled personnel and modern instrumentation is often able, most expeditiously, to state definitely whether the material does or does not conform to specifications, but, more important to both the vendor and Colgate-Palmolive, it can indicate specifically what peculiarity exists in the sample, if any. The Methods Committee is a liaison group between the Analytical Division, a research function, and the Control Laboratory administrated by the Manufacturing Department. It consists of selected members of the analytical group and one or more of the plant chemists. Analytical methods and procedures are discussed both in respect to their technical aspects and their suitability as control methods. Suggestions and recommendations from analysts are reviewed and evaluated. The minutes of these meetings serve to keep plant laboratories posted on home office activities. An annual conference is arranged, a t which plant chemists from each manufacturing division are invited t o discuss mutual problems. The relatively high cost of many perfumery raw materials (in some cases more than the cost of an equal weight of gold) serves as a great temptation for a very profitable type of adulteration. Many essential oils are produced in a very primitive manner and pass through several hands on the way from the producer to the user. It is possible for adulteration to take place in any or all of these places. The development of the newer analytical methods has all but eliminated the ANALYTICAL CHEMISTRY

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flick of the control switch sets the separatory funnels on this mechanical extractor gentl) swinging through a 90" arc, the rocker oscillating a t a rate of twenty times per minute. This motion-from horizontal to the vertical-assures the complete agitation and intimate contact so necessary to full estraction. Eight 100 ml. extractions can be made a t one time. Liquid is introduced into the separatory funnel n hile the tube is in a horizontal position. As the opening alwags remains above the level of the liquid, no stopper is required during the entire oscillating period. Because no stopper is used, there is no pressure build-up no vapor lock during drain-off. (Solution is drained through a stopcock.)-

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Horizontal and Vertical Positions The J-irTis Extracto-.llutic consists of a rugged stand made of steel with corrosion resistant finish. Housed nithin the stand is a heav>-dut> 110 volt A.C. sparkless motor (147-to-1 gear ratio). Top plate is made of stainless steel. The separatory funnel supports (spring clamps) mounted on this plate are chrome plated steel. Overall dimensions: 17" wide x 10" deep X 6', 2'' high. There are five t)-pes of separatory funnels to choose from. All are specialh designed for use with the Extracto-.Wat ic. E-5650X Extracto-Matic only (without funnels), each. . . . . .$146.00 E-5652X Separatory Funnel, standard type, with fnnnel6.50 shaped opening, each., . . . . . . . . . . . . . . . . . . . . . . . . Lots of tR-elve, each. . . . . . . . . 6 . 0 0 E-5653X Separatory Funnel, standard type, but with Ultramax Teflon* Valve Assembly. each. . . . . . . . . . 9.00 Lots of twelve, each. . . . . . . . . . 8 . 5 0 E-5654X Separatory Funnel with screw cap attachment and

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cruder forms of adulteration, and forced the people who do this type of thing to become “scientific.” This “scientific” type of adulteration, or sophistication as it is known, is not easily uncovered. Therefore, it is extremely important that the consumer be one step ahead a t all times in this analytical technique. The Perfumery Division of ColgatePalmolive maintains its own analytical section. It serves the double function of a control laboratory and a research section. The main responsibilities are the examination of all deliveries of essential oils and aromatic chemicals, and the development of methods to uncover the adulteration of these materials. The classical methods of analysis as well as the newer instrumental methods are used. The analytical section of the Perfumery Division assists the Standards Department in drawing up specifications of all perfumery raw materials. When the specifications have been put into final form, they are distributed by the Purchasing Department to all potential suppliers of that material. The Purchasing Department arranges for meetings between the technical personnel of the supplier’s company and our own, in case there is any question as to the correctness of the specifications. The Purchasing Department acts as a n intermediary in the case of any deliveries which are outside of specifications, or where adulteration has been uncovered. The extensive purchasing of aromatic chemicals and essential oils could not be carried out without the help of the analytical section. The analytical laboratory assists the Purchasing Department in the development of new sources of supply by examination of so-called “type samples” which are submitted by potential suppliers. If the laboratory approves the sample and it is acceptable as far as odor is concerned, it is then approved for possible purchase. It goes without saying that if the material is purchased, the delivery must be equal to or better than the approved type sample. Without the cooperation of the analytical section, it would be almost impossible to early out a purchasing program which would ensure our obtaining the purest perfumery materials for use in our products. Packaging

A housewife who picks up granulated soap or detergent packaged in its folding box or a bar of soap in its wrapper is not likely to think of the multitude of instructions that were issued to many people in order that she might have a package that sold satis-

Rrcono~. 61-63 CORNELISON AVE., JERSEY CITY 4.1.1. Circle No. 16 A on Readers’ Service Card, page 59 A XI,

16 A

factorily and ivas delivered to her in prime condition. She has a package that does not leak. It did not break en route to her. The printing is clear and distinct, the package is still intact, and the inks are not scuffed or faded. If she opens the package with wet hands, the inks will not bleed or change color. Moreover, thiij package may have provided the impulse in the first place Ivhich caused her to make the purchase. If the design was attractive and the printing job good, it may have created that important “take-me-home appeal.” I n order to give her this package it was necessary t o issue exacting instructions to the ink manufacturer, the paper and board mills. the artist, the photoengraver, the printer who printed the outside wrapper, the electrotyper n-ho made the printing plates, the folding box manufacturer, and the shipping container manufacturer. It was also necessary to issue exacting instructions to the factory personnel packaging this item in order that all the units would be assembled properly and efficiently. The Purchasing Department is the liaison which relays the information and specifications developed by our Packaging Department, another division of the Research and Development Department, to our sources of supply. It i s no longer sufficient that t’he product be of good quality and represent good value. Today packaging and the design play a major role in its success or failure. They have become very important tools of management in the race for broader distribution through retailing channels. Therefore it is most important to start out with the right package, for it accompanies the product’ to the point of use. After the package to be used has been determined, the specifications for the packaging materials are written and furnished to the Purchasing Department. I n many instances, duplicate purchases must be made from several suppliers and may even have to be made by different buyers located across the continent from one another. It is necessary, therefore. that written specifications be used. These written specifications cover in detail the materials required, the a r t work, the detailed blueprint for sizes and other pertinent information, and the standard practice instructions for conducting the specified tests. These specifications cannot be written without flaw or omission the first time. The Purchasing Department must interpret them to the supplier to the best of its ability. Experience and deliveries of faulty purchasing materials constantly nil1 suggest revisions and additions. This constant revision of ANALYTICAL CHEMISTRY

High Torque

STIRRE RS This unit is designed to handle a simple or critical stirring job with maximum efficiency. It’s engineered and built for absolute dependability under the most exacting requirements. Light liquids or viscous . . . high or low speed . . . constant or varying consistency . . . whatever the job, it will do it the way you want i t done . . . perfectly. Here are a few of the reasons why: High torque a t all speeds.

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easily adjusted b y merely turning the knurled knob a t the top.

Precise control of speed from 100 to 1300 rpm without reducing stirring effectiveness. Adequate power for stirring extremely viscous liquids. Fully enclosed cone drive protected from fumes, oil spattering, etc. Stainless steel parts resist corrosion.

No variation of stirring speed though con. sistency of liquid may change greatly. Improved double-grip chuck provides tight clamping and perfect alignment of stirring rod. Finger-tip speed adjustment with indicator showing speed setting. Cenco High Torque Stirrers are preferred by laboratory technicians all over the country. Order yours today. We’ll make prompt shipment.

No. 18802 Cenco High Torque Motor Stirrer, 115 volts,

60 cycle A C . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ,989.00 . No. 18802H, same as above but with universal . 10.00 motor . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .91

C E N T R A L SC I E N T l F I C

...

one dependable source of supply for everything you need In scientific instruments ond Iuboratory supplier Over 75 000 ,terns 74 branch officer ond worehov;er

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1708

IRVING

PARK

ROAD

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13,

ILLINOIS

CHICAGO NEWARK BOSTON WASHINGTON DETROIT S A N FRANCISCO SANTA CLARA LOS ANGELES T O R O N T O M O N T R E A L VANCOUVER OTTAWA

REF I NE R Y

S

U PPLY

6 2 4 EAST F O U R T H STREET 2215 McKlNNEY AVENUE 0 For further information, circle number 17 A on Readers’ Service Card, page 59 d

V O L U M E 2 8 , N O . 3, M A R C H 1 9 5 6

COMPANY

CHICAGO

C OMP A N Y

TULSA

3,OKLAHOMA 3,TEXAS

H O U S T O N

17 A

REPORT FOR M A N A G E M E N T

Gamma emitting samples inserted into a scintillation well counter are counted by Radiation Analyzer and standard scaler. Adiustable"window" 01 Analyzer is set to count only pulses that fall within a pre.selected portion of the energy spectrum, thus virtually eliminating "background".

with nuclear-chicago's Analyzer is available separately as an economical accessory for laboratories aiready having a scintillation detector and a scaler or rate-meter.

Automatic Scanning and recordina of spectrum energies is accomplished by Analyzer, rate-meter, recorder and scintlliation counter. Gamma energy s p e c t r u m of Cesium-137 is shown on recorder chart.

NEW RADIATION ANALYZER and your present scaler and scintillation counter The advantages of pulse-height selection for background and scatter-error reduction, multiple tagging measurement and energy analysis are now available for every radioisotope laboratory. The Radiation Analyzer, connected directly to your present scaler and scintillation counter, incorporates i n a compact single-chassis design a non-overloading linear amplifier, pulse height discriminator and extremely stable high voltage regulator. Circuitry has been designed for simplicity, stability and hiah reliability.

SPECIFICATIONS D Linear feedback amplifier with gain of 2500. Non-overload amplifier with delay-line shaper. Sep. arate amplifier output. 0 Base level adjustable 0-100volts with ten-turn potentiometer. Channel width of 0.10 volts provided by precision single turn control. Computer tubes, precision components and ultra-stable power supplies providelong term stability. 0 Regulator for scaler high voltage supply variable from

500 to 1500 volts with ten-turn potentiometer. Regula. tion lactor Of 0 Overall resolution time for equal pulse pairs within 1.5 microsecond. 0 Front panel switch provides integral or differential count. provision for external base level control allows automatic scanning.

Write today for full defcrilr

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& nuc/ew- chiicago

-W.

a

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NUCLEAR INSTRUMENT AND CHEMICAL CORPORATION 251 West Erie Street, Chicogo 10, Illinois LEADERS I N MAKING RADIOACTIVITY C O U N r

For further information, circle number 18 A on Readers' Service Card, page 59 A

18 A

specifications as ivell as the incorporation of changes is a big part of the job of the Packaging Department working, in close cooperation, iTith the Purchasing Department. The purchase order. as issued, contains additional information such as quantities, prices, and delivery schedules. Therefore, it may be considered as a part of the specification. It is necessary to give this additional information to the supplier of the packaging materials in order that he may deliver and order effectively. This information must be in writing and, therefore, can be considered a part of the specification. Our purchasing personnel is organized and trained to give our suppliers help in the production of our orders, even to the extent of visiting their plants and helping them with production methods and development of operations to meet the required standard set by our company. Our Purchasing Department is dependent upon the Packaging Department for the detailed specifications and it, in turn, leans heavily on the Analytical and Development Departments for information concerning the products which we package. Therefore, the active cooperation of the Purchasing Department with the various other research and technical divisions as well as production divisions is essential. Every delivery of packaging materials received by our company is sampled and checked against the specifications. Any deviations therefrom are reported to the Purchasing Department, so that the supplier may be informed as to n-hat is wrong with the materials and may correct his production to meet the specified standards. The functions of the Purchasing Department extend into the factory organization in so far as the operation of packaging is concerned on the packaging lines. JJ-hen trouble is , encountered under production conditions, the Purchasing Department is informed and it is UT) to it to handle the difficulty with the supplier. All complaints about outside sources of supply on packaging materials are handled through the Purchasing Department. Effectire purchasing is truly dependent on analytical chemistry. Keedless to say, the Analytical Division serves many other functions of our business. These benefits include cost control, I I efficiency, and relatively trouble-free operations in the factory or pilot plant and control of the quality of the finished product. All these factors are of major importance and rely heavily on the skill and ingenuity of the analytical chemist. ANALYTICAL CHEMISTRY

For further information, circle number 19 A on Readers' Service Card, page 59 A

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