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Table of Contents
Procurement Sub Module
Terminology
PR | Purchase Request |
RFQ | Request for Quotation |
BA | Bid Analysis |
CBA | Comparative Bid Analysis |
PO | Purchase Order |
GRN | Goods Received Note |
Note: This terminology may change between organizations, and may need to definable in configuration settings.
User 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.
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 | CatalogItem |
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.