Hello Amandeep,
I agree with Tim, in that there is no reason Sales should be jumping to new suppliers without coordinating with compliance. I have been in that situation in the fresh fruit and vegetable industry, where sales needed to procure, as they lined up the sale in real time to the raw material on highly perishable materials. How I approached the compliance portion first, was to let Sales understand that if the clients needed the SQF, then we were obligated to ensure that suppliers met base criteria each time (GFSI recognized certificate, allergen survey, spec, nutrition, etc). I gave the package to sales, and indicated if we lost our certification because we weren't being responsible with even one client, we'd potentially lose 80% of our client base (which was true). Using a financial argument was more convincing that the merits on food safety alone. The "shoot from the hip" mentality realigned, and when they indicated to me the reality of the market, I realized, although most of the clients needed SQF, a significant minority, paying up to 40% of our revenue, couldn't care less. To make that manageable, we segmented products into "covered by SQF" and "basic food safety only." The company bought, sold, and sometimes processed all manner of fruits, vegetables, and wild forest foods, such as chanterelle mushrooms. Since wild edible mushrooms were never going to make the GFSI standard, we compromised, and addressed scheduling of the production floor to ensure only "compatible" operations were on the floor at the same time. This is not an ideal situation, but it worked, and satisfied the auditors while making focus on the 20% more manageable. For consumer protections, we stepped up testing on nonconforming products to ensure due diligence.
That said, I couldn't effectively manage the procurement side without the use of an ERP. The ERP I currently use is NetSuite and there is an entire library of modules that are available in their library for your specific situation. Quoting a price without context won't help you. I'd suggest contacting ERP Buddies or someone like them (https://www.erpbuddies.com/) to align your needs with a tool that will work with your other systems, like procurement, finance, and manufacturing (as it applies). I hope this is of some use. Good luck.