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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.

Make Quote

Enter Bids

Make Bid Analysis

Make Purchase Order

Enter Delivery Details

Enter Payment Details

Reports

Procurement Tracking Report

Procurement Summary Report

Vendor List


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