Additional Procurement Scenarios

Purchasing without calling for Quotation

If you have a good reason for wanting to bypass the need to request a quotation, you can do so directly from the purchase order menu using the same purchase requisition form. Simply click on "New Purchase Order Without Quotation" to begin the process. After that, the subsequent steps for creating a purchase order will be identical to those for a regular purchase.

Issuance of a Blanket Purchase Order

The benefits of utilizing a blanket purchase order have previously been addressed, including securing a consistent supply, taking advantage of favourable market prices and discounted bulk purchases.

The sole distinction in creating a blanket purchase order is the specification of the number of deliveries required in the PO. You have the ability to modify delivery dates through the "change date" option located in the Action of Suppliers Invoice Table. Additionally, a reminder function exists that can be configured to notify all involved parties, including the vendor, of upcoming delivery dates via email.

In the Suppliers Invoice Table, you will observe that the blanket order has been divided and presented as per the number of deliveries necessary. Every delivery from the vendor will result in a new invoice, and upon acceptance of the delivery, the app will deduct the corresponding quantity from the "remaining quantity" indicated in the purchase order. Each invoice generates a GRN, and a 3-way matching process follows accordingly. When all deliveries have been completed and accepted, the "remaining quantity" on the purchase order will indicate zero, which signifies the expiry of the PO's validity.

Once the vendor submits an invoice for the first delivery of the blanket order, you will be able to see the delivery dates for the upcoming deliveries in the vendor invoice table as shown below:

If you wish to change date of deliveries, you may do so from the Action menu. You may also configure automated reminder of next delivery date from Action menu.

Purchase without a Purchase Order

For the sake of maintaining good governance, it is strongly advised against making purchases without a purchase order. However, our system allows you to upload invoices for items that were purchased without a purchase order. This facilitates payment, accounting, and inventory management.

To upload the invoice, navigate to the vendor's invoice sub-module and click on "Add Vendor's Invoice Without PO." Fill out the form with the necessary purchase details and save it. Please ensure that you upload a digital copy of the vendor's invoice. Once uploaded, you can proceed to create a Goods Receipt Note (GRN) and update the inventory, as you would in the regular purchasing process.

After selecting the vendor in the sub-module, you can conveniently record the payment for a purchase without PO in the cash book by clicking the "Make Payment" button, which initiates a 3-way match confirmation process. By simply clicking the "Pay" button, you will be seamlessly directed to the cash book interface.