Introduction
This guide outlines the key steps of an organizational procurement process. Procee offers unparalleled flexibility, allowing you to customize these steps to fit your organization’s specific needs. Discover the advantages of using Procee to streamline your procurement operations.
Identifying the Need
The procurement journey starts with identifying a need, usually through employees or systems that can spot gaps and generate Material Requirement Planning (MRP) requests. Procee can seamlessly integrate these requests from your existing ERP system and initiate the necessary approval workflows.
Purchase Request (PR)
This is where the formal procurement process kicks off. Essential items are entered into a procurement request form. Pricing details are optional at this stage.
PR Approval workflow
The request is then directed through an approval workflow following the organization’s established policies.
Request for Proposal (RFP)
Once the purchase request is organized and approved, there are two options: either source the required items from the corporate warehouse or send the list to potential suppliers for price quotations.
Purchase Order (PO)
If the supplier, items, and their respective prices are already known (through a catalog or RFP), a purchase order is created. This purchase order specifies the supplier, purchase items, and budget considerations.
Purchase Order Approval Workflow
The purchase order is then routed through another approval workflow, as dictated by the organization’s policies. The workflow may involve completing forms and uploading relevant documents.
Dispatching the Purchase Order
At this stage, the purchase order is sent to the chosen supplier.
Execution
The supplier delivers the goods or performs the required services.
Purchase Invoice
Upon completion, the supplier issues an invoice, which can be sent through various channels such as email, mail, or a dedicated portal.
Account Reconciliation
The invoice is then matched with the accounts of the corresponding purchase order.
Packing Slip
For physical goods, the supplier provides a delivery certificate or packing slip.
Item Verification
This packing slip is matched with the items listed in the original purchase order.
Payment
Payment is then made to the supplier based on the invoice.
Closing the Loop
If a Proforma Invoice was initially sent by the supplier, a final tax invoice must be issued upon payment, closing out any outstanding invoices.
Customize with Procee
With Procee, you have the flexibility to tailor the procurement process to align perfectly with your organization’s unique requirements.