Procurement Module

Procurement, Streamlined

The Procurement module digitizes your entire purchasing process — from supplier onboarding through RFQ, PO creation, goods receipt, and invoice matching.

Core Objects

Suppliers — Vendor relationship management:

• Supplier profiles with banking and tax details
• TRN (Tax Registration Number) validation
• Trade license tracking with expiry alerts
• Performance rating and history
• Approved supplier lists by category
• Blacklist management

RFQ (Request for Quotation) — Competitive bidding:

• Multi-vendor RFQ distribution
• Bid deadline management
• Sealed bid support
• Automatic reminder to non-responding vendors
• RFQ templates for recurring purchases

Quotations — Vendor response management:

• Side-by-side quotation comparison
• Weighted scoring (price, quality, delivery, terms)
• Automatic best-value identification
• Negotiation tracking
• Quotation validity period tracking

Purchase Orders — Formal procurement:

• Auto-generate from approved quotations
• Multi-level approval based on amount
• Budget validation before approval
• Partial delivery support
• Amendment and revision tracking
• Blanket PO for recurring purchases

GRN (Goods Receipt Note) — Delivery verification:

• Receive against PO with quantity validation
• Quality inspection checklists
• Partial receipt handling
• Damage and shortage reporting
• Auto-update inventory on receipt

Returns — Vendor return management:

• Return request with reason codes
• Return authorization workflow
• Credit note tracking
• Replacement order generation
• Return shipping management

Compliance Features

• TRN Validation — Automatic validation of vendor tax registration numbers
• Trade License Tracking — Alerts when vendor licenses approach expiry
• ICV Certification — In-Country Value tracking for government procurement compliance
• Audit Trail — Complete history of all procurement decisions
• Segregation of Duties — Different approvers for requisition, PO, and GRN
• Three-Way Matching — PO ↔ GRN ↔ Invoice matching before payment