Table of Contents
Procurement Module
Terminology
| PR | Purchase Request |
| RFQ | Request for Quotation |
| BA | Bid Analysis |
| CBA | Comparative Bid Analysis |
| PO | Purchase Order |
| GRN | Goods Received Note |
| Open | Purchases which are still ongoing |
| Closed | Purchases which have been completed. (This may occur when the items are delivered, or paid for, depending on the organization) |
| Approved Vendor | A Vendor who has been verified, and who certain purchases may be made directly from, without the full bid process. |
Note: This terminology may change between organizations, and may need to definable in configuration settings.
Vendor is the same as supplier.
Flow Chart
Use Cases
These will describe the different tasks which the User (typically procurement staff within an organization) will have to perform in the software, and the data which they will have to enter.
Enter New Purchase Request
User: Staff / Procurement Staff
Description: Entering a request to purchase item(s) into the system. This will produce a physical PR, which will be signed by required staff for approval, according to the organizations policies.
Data:
| Data | Description |
|---|---|
| Date | |
| Date Received by Procurement | |
| Requisition Number | Auto. Generated Serial # |
| Purchase Description | |
| Requester Name | Person |
| Requester Position | |
| Requester Office | Site |
| Priority (Routine/Urgent) | |
| Date Required by | Date |
| Goods Delivered to | Site (Location/Telephone/Fax) |
| Delivery Contact | Person |
| Authorized by (1) | Person |
| Authorized by (2) | Person |
| Authorized by (3) | Person |
| Authorized by (4) | Person |
| Estimated Total Price | Calc. from Item(s) Data |
Item(s) (each PR can contain any number of items:
| Data | Description |
|---|---|
| Item # | Index Number: 1,2,3… |
| Item | CatalogItem - Select existing or add new |
| Quantity | |
| Unit Type | From CatalogItem or Add New |
| Estimated Unit Price | Currency (Possible look up from historical data) |
| Amount (Quantity x Estimated Unit Price) | |
| Budget Restrictions (Donor Restrictions) | Text |
| Budget Codes | BudgetCode Table |
| For Distribution/Assets/Inventory | Person |
| Procurement Status | Set to “New” |
Notes:
- The new PR may be entered by the person requesting the items, or if the deployment of Sahana is limited to only logistics staff, it may be entered by the procurement staff.
- The PR may need to be approved before Procurement staff can action it.
- There needs to be some sort of check against the Warehouse Ledger, to check that the requested items are not already in stock.
- In some cases a single line item will be split up amongst multiple budget codes.
Make Request for Quotation
User: Procurement Staff
Description: Using the data from the PRs, the Procurement Staff will create RFQ which can be printed and sent to Vendors.
Data:
| Data | Description |
|---|---|
| Request Date | |
| Payment Terms | Text |
| Performance Bond | Text |
| Delivery By (Date) | |
| Quotation By (Date) | |
| Delivered to (Site) | |
| Vendor | Link to Vendor table |
| Remarks | Text |
| Procurement Status | Set to “Quote“ |
Notes:
- A Single PR could be split into multiple quotes (If the items are going to be purchased from different vendors); A single quote could be split into multiple PRs.
Enter Bids & Make Bid Analysis
User: Procurement Staff
Data:
| Data | Description |
|---|---|
| Bid Date | Date the bid is received from Vendor |
Item(s):
| Data | Description |
|---|---|
| Unit Price | |
| Remarks | Text |
| New Item | Vendor might not have specified item in stock, but may quote for a similar item |
| Procurement Status | Set to “Bid” |
Description: The Procurement staff will enter data from the Vendor's Bids (which are in response to specific RFQs). They will use this data to produce a BA. A Vendor (or in some cases vendors) is then selected by a committee, and this choice is recorded. This can then be used to make a PO.
Select Vendor
User: Procurement Staff
Description: From the Bid Analysis and Tender Committee meeting a vendor (or vendors) will be selected
Data:
| Data | Description |
|---|---|
| Reason | List: Price, Quality, Delivery Time, Sole Supplier, Approved Vendor, Other |
| Justification | Text |
Item(s)
| Data | Description |
|---|---|
| Supplier Selected |
Notes:
- The items may be split up amongst individual vendors
- In some cases an individual line item may be split up amongst vendors, eg. 10 bags of rice from Vendor A and 10 bags of rice from Vendor B, particularly if Vendors don't have stock.
Make Purchase Order
User: Procurement Staff
Description: Enter all the information which will be used to print a PO, which will be signed and given to the vendor.
Data:
| Data | Description |
|---|---|
| Date | |
| PO Number | Auto Serial # |
| Vendor | |
| Bill to | Person |
| Procurement Status = | Set to “Order” |
Item(s)
| Data | Description |
|---|---|
| Unit Price |
Notes:
- In the case of the bid process being followed most of this data will be filled from the bids.
Enter Delivery Details
User: Warehouse Staff / Procurement Staff
Description: Enter confirmation that the item(s) have been received. Typically thsi will be done at the warehouse. If the warehouse is using the logistics module, this data will be automatically updated from their data.
Data:
| Data | Description |
|---|---|
| Date Received | |
| GRN Number | Auto Serial # |
| Procurement Status = | Set to “Receive” |
Item(s)
| Data | Description |
|---|---|
| Quantity received |
Notes:
- From an organizational perspective the receipt of the items should be done externally from Procurement for transperency.
- Not all of the items may be received at the same time.
Enter Payment Details
User: Finance Staff / Procurement Staff
Description: This is a 2 step process, first Procurement will prepare the documentation and give it to Finance. And then Finance will pay the Vendor, and this payment will be recorded. At this stage the Procurement is closed.
Data:
| Data | Description |
|---|---|
| Date Vendor Invoice Received | |
| Date To Finance | |
| Date Paid | |
| Voucher Ref | |
| Comments | Text |
| Procurement Status | Set to “Finance” → “Paid” |
Notes:
- Finance may not be using Sahana, so all the data will have to be entered by Procurement.
Misc
- Entire PRs, PO or individual line items should be able to be deleted (removed from the reports - indicating a data entry error), or canceled (Indicating that the request has been canceled, but still displayed with a status of “Canceled”
Reports
Procurement Tracking Report
Description: A list of all items which are currently being procured, or have recently been procured.
Procurement Summary Report
Description: A list of all items which have been procured (closed). This will show the lead times for the different stages of the procurement process.
Vendor List
Description:A list of all Vendors in the system. Some of these vendors may be tagged as “Approved Vendors”.
