Procurement Module Guide
Use Procurement to manage request-to-PO work, RFQs, quotations, approvals, landed costs, supplier collaboration, receiving, matching, and procurement analytics.
Procurement connects business needs to approved buying. A clean procurement process helps teams request the right items, invite the right suppliers, compare quotations fairly, approve purchases, receive goods, and review supplier performance.
Who Uses Procurement
- Requesters who need items, services, equipment, or replenishment.
- Procurement officers who manage RFQs, quotations, POs, suppliers, and follow-up.
- Approvers who review business need, budget, supplier selection, and policy fit.
- Warehouse teams who receive goods and report shortages or damage.
- Finance users who review costs, taxes, landed costs, payments, and reports.
Request-To-PO Lifecycle
- Request: A user records what is needed, quantity, required date, justification, warehouse or delivery location, and attachments.
- Approval: Approvers review need, budget, stock availability, and policy.
- RFQ: Procurement sends requirements to selected suppliers.
- Quotation: Suppliers respond with price, tax, availability, lead time, terms, and documents.
- Evaluation: Procurement compares quotes and records the selection reason.
- PO: An approved purchase order formalizes what the supplier should provide.
- Receiving: Warehouse confirms received quantity, differences, damage, or rejected goods.
- Matching and reporting: Teams compare request, PO, receipt, supplier documents, costs, and reports.
Procurement Records
| Record | Purpose | What To Check |
|---|---|---|
| Request | Captures business need before sourcing or buying. | Item, quantity, reason, date, budget, warehouse, and requester. |
| RFQ | Asks vendors for price, availability, terms, and delivery details. | Supplier list, deadline, item details, delivery location, and attachments. |
| Quotation | Records supplier response. | Price, tax, freight, lead time, validity, exceptions, and documents. |
| PO | Formal supplier order after approval. | Supplier, approved quantities, prices, dates, terms, and status. |
| Receiving | Confirms what arrived. | Delivered quantity, accepted quantity, rejected quantity, evidence, and variance notes. |
Landed Costs And Analytics
When used by your organization, landed cost helps show the full cost of buying an item after freight, tax, duty, handling, insurance, or other fees. Procurement analytics can help compare supplier reliability, lead time, quotation response, spend, savings, and delayed orders.
Common Mistakes
- Creating vague requests without enough item, quantity, date, or justification detail.
- Inviting vendors with incomplete contact details.
- Comparing quotations without considering tax, freight, delivery time, warranty, and exceptions.
- Issuing a PO before approvals or selection notes are complete.
- Failing to record short delivery, damaged goods, or rejected items during receiving.
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