Procurement¶

Purpose¶

The Procurement module manages the full purchasing process — from initial purchase requests through vendor selection, purchase orders, goods receipt, invoice processing, and payment. It ensures all purchases are properly authorised and documented.

Who Can Access¶

Administrator
Procurement Officer
Manager (approval)
Accountant (payment)

How to Open This Page¶

Treasury & Control → Procurement

Procurement Process Overview¶

flowchart LR
    A[Create Requisition] --> B[Requisition Approved]
    B --> C[Create RFQ - Request for Quotation]
    C --> D[Vendors Submit Quotations]
    D --> E[Evaluate Quotations]
    E --> F[Create Purchase Order]
    F --> G[Receive Goods - GRN]
    G --> H[Receive Invoice]
    H --> I[Process Payment]

Requisitions Dashboard¶

Requisitions List

👉 HOW TO POST AND APPROVE REQUISITIONS (Vivid Guide)

Go to Procurement & Assets -> Requisitions in the sidebar.
Submit Requisition: Click "New Requisition", enter the item name, description, estimated cost, and upload quotes. Click save.
Approve Requisition: As a Checker/Admin, open a pending requisition, review the details/quotes, and click "Approve" or "Reject" to progress the workflow.

Requisitions¶

A Requisition is a formal internal request to purchase goods or services.

Creating a Requisition¶

Go to Treasury → Procurement → Requisitions.
Click New Requisition.
Enter the Item(s) needed (description, quantity, estimated unit price).
Enter the Purpose — why are these items needed?
Set the Required By Date.
Click Submit.

The requisition enters the approval workflow.

Vendors¶

Vendors are the suppliers the cooperative buys from.

Adding a Vendor¶

Go to Treasury → Procurement → Vendors.
Click Add Vendor.
Fill in:
Vendor Name
Contact Person, Phone, Email
Bank Details (for payments)
Product/Service Category
Click Save.

Request for Quotation (RFQ)¶

After a requisition is approved, an RFQ is sent to one or more vendors to collect price quotes.

Creating an RFQ¶

Go to Procurement → RFQs.
Click New RFQ.
Link the approved Requisition.
Select the Vendors to invite.
Set the Quotation Deadline.
Click Send RFQ.

Evaluating Quotations¶

When vendors submit their quotes:

Go to Procurement → RFQs → (the RFQ).
Click Evaluate Quotations.
Compare vendor prices, quality notes, and delivery times.
Select the Winning Vendor.
Click Award to Vendor.

Purchase Orders (POs)¶

After awarding the quotation, create a formal Purchase Order:

The system can auto-create a PO from the awarded RFQ, or you can create one manually.
Go to Procurement → Purchase Orders → New PO.
Confirm the vendor, items, quantities, and prices.
Click Confirm PO.

The vendor receives a copy of the PO.

Goods Received Note (GRN)¶

When goods arrive:

Go to Procurement → GRNs → New GRN.
Link the Purchase Order.
Enter the items actually received and the quantities.
Note any damaged or missing items.
Click Save GRN.

Invoice Processing¶

When the vendor sends an invoice:

Go to Procurement → Invoices → New Invoice.
Link the GRN and Purchase Order.
Enter the invoice details.
Click Save Invoice.

Payment¶

After the invoice is verified:

Go to Procurement → Payments → New Payment.
Link the invoice.
Enter the payment date and amount.
Click Process Payment.

The payment is posted to the accounting ledger automatically.

Vendor Contracts¶

For recurring suppliers, create a formal contract:

Go to Procurement → Contracts.
Click New Contract.
Enter the vendor, contract period, and terms.
Click Save Contract.

Tips¶

Tip

Always collect at least three quotations before awarding an RFQ. This demonstrates due diligence and gets the best price.

Warning

Never create a Purchase Order for goods not covered by an approved Requisition. This bypasses financial controls.

Common Mistakes¶

Creating a PO without a corresponding GRN — always document receipt of goods.
Paying an invoice before the GRN is confirmed — this risks paying for goods not yet received.