PROCUREMENT
FLEX Procurement module manages your procurement process, from supplier selection to invoice reconciliation. You can create purchase orders, manage your supplier contracts, and track your deliveries. With this module, you can streamline your procurement process, reduce your costs, and enhance your supplier relationships
General
#General
Receive Indent
The process begins when a department or user creates an indent, which is essentially a request for specific materials, products, or services. They specify what they need, the quantity, and the required delivery date.
The indent typically goes through an approval process. Depending on your organization’s workflows, it may need approval from a supervisor, manager, or other relevant authorities. This step ensures that the requested items are necessary and fit within the budget.
#General
Comparative Statement (Quotation)
Start with the header section, which includes the name of your organization, the project or procurement reference, and the date of the document.
Create a table that outlines the details of the items or services being procured. This table typically includes columns for:
#General
Work Order
A work order is a formal document used in various industries to instruct or authorize work to be performed. It typically includes details about the work to be done, such as tasks, materials, timeframes, and costs. Work orders are essential for tracking and managing tasks, projects, or maintenance activities efficiently. Here are the key components of a typical work order
A detailed description of the work or task to be performed. This should include specific instructions, requirements, and any relevant technical details.
#General
Bill Process
Use billing software or templates to create a professional invoice. Many businesses use accounting software that automates this process.Ensure the accuracy and completeness of the invoice. Double-check all calculations and item descriptions.
Choose a delivery method for the invoice. This can be done electronically via email or through traditional mail.Ensure the invoice reaches the right person within the customer’s organization and that they have the necessary contact information to address any questions or concerns.
#General
Cash Management
Regularly analyze and forecast your company’s cash flows. Understand when money is coming in and when it’s going out. This allows you to predict periods of surplus and deficit.
Create a cash budget that outlines expected cash receipts and disbursements for a specific period (e.g., monthly or quarterly). This helps in planning and managing cash resources effectively.
Audits/Accounts
#Audits/Accounts
Receive Indent
The process starts when a department or user within the organization generates an indent. This document serves as a formal request for specific materials, products, or services. It includes details like the item description, quantity needed, and any other specific requirements.
The indent may go through an approval process, depending on the organization’s policies. Typically, supervisors or managers review and approve the indent to ensure that it aligns with budget and operational needs.
#Audits/Accounts
Comparative Statement (Quotation)
Calculate and list the total price for each vendor by summing up the total prices of all items or services they’ve offered.
Include any additional costs, such as taxes, shipping fees, handling charges, or any other relevant fees. Clearly state whether these costs are included in the total price or need to be added separately.
#Audits/Accounts
Work Order
A detailed description of the tasks or work to be performed. This should include specific instructions, requirements, and any relevant technical details.The physical location where the work needs to be carried out, particularly important for maintenance or repair work.
If the work involves any potential hazards, mention safety precautions and procedures to follow. This is crucial for the safety of workers and the workplace.
#Audits/Accounts
Bill Process
Gather all the necessary information to create an invoice. This typically includes your company’s name and contact information, the customer’s name and contact information, a unique invoice number, and the invoice date.
Before sending the invoice, carefully review and verify all the details. Check for accuracy in item descriptions, quantities, prices, and calculations.