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Procurement Process Management

Procurement Process Management

Streamlining the procurement process can yield remarkable results and dramatically impact the bottom line — especially when it comes to such challenges as selecting and onboarding new suppliers, updating annual vendor qualifications, standardizing contracts, simplifying requisitions, and speeding up the entire purchase-to-procure cycle. Procurement Process Management ensures that all purchase requests are tracked in a single system with complete tracing of purchasing request and approval history. It also enables central management of all related documents. Transform the way procurement process is handled to provide fast and compliant procurement services across all the company units.

Vendor Management

Track down all necessary information of vendor like:
Vendor Detail (as per company’s requirement)
Vendor Contact Person Detail
Tack down email address for auto mailing
Track down mobile no for auto SMS
Vendor wise item list setup

Vendor Validation

Get easy qualification management, ensure supplier compliance, and enjoy visibility across the relationship lifecycle.
Clear and automated processes for both pre-qualification, qualification and re-qualification stages
On-the-fly changes to automated procurement workflows and web-forms
Centralized supplier data and related documents
Standard compliance approval processes

RFQ – Request for Quotation Preparing

Based on the requisition preparing the RFQ and do the following job accordingly: Send the RFQ to supplier over mail (Auto/Manual)
Available RFQ in online
Send SMS to Vendor awarding new RFQ

Preparing CS

We got two type of CS, one for Local & other for IMPORT, the both formats are having multiple item in single CS. Local CS consist the following details :
Item Detail (Code, Name & UOM)
Specification (Multiple type & value for single Item)
Required Qty
Party detail (multiple type like supplier, manufacturer, inventor)
Country of origin
Unite Rate
Negotiation Rate
Approved Rate
Approved Amount
Selection Type
Last purchase History (Multiple history added)
Decision

Purchase Order:

Regular purchase order:
This is prepared based on purchase requisition & CS, Rate & item specification comes from CS.
Item specification can change but rate can not be. Pending P/O List with pending item (which is order before but not yet supplied) to be shown after selecting the vendor
Terms & condition to add.
Cash Purchase Order :
This purchase order is prepared after purchasing the goods, here rate to incorporate manually
Fund Requisition to Accounts
Need to Print Purchase order as per prescribed format.
Option to be available as per policy :
Amendment procedure
Cancelation Procedure
Closing Procedure

L/C:

This is prepared based on purchase requisition & CS, Rate & item specification comes from CS.
Item specification can change but rate can not be.
Terms & condition to add.
Need to Print Purchase order as per prescribed format.
Option to be available as per policy :
Amendment procedure
Cancelation Procedure
Closing Procedure

L/C Follow-up:

After raising L/C & before GRN, need to incorporate each & every position & status of L/C like :
L/C Approved Date
L/C Placed to Bank Date L/C Transmitted Date L//C Maturity Date
Document Received by email/currier Date
Document Withdrawn from Bank Date
Document Withdrawn No
Shipped on Baord/Air Date
Tentative Date of Arrival
Airway/Bill of Lading Detail
Document handed over to C&F Date
Name of C&F Agent
Assessment Process date
Duty Requisition Date
Duty Completed Date
Need to Print Status report of L/C.

Analytical Report - 1:
Follow up of Supplier against Purchase Order:

This report consist the following detail :
Supplier
P/O No & Date
Approximate Delivery Date
Material Code & Name
P/O Quantity
Actual Delivery Date
Received Quantity
Quality Reject Quantity
Quantity Reject Qty
Due Qty
Excess Qty
Q/C Status
Unit Rate (Tk)
Total Amount (Tk)
Remarks
QC (%)

Analytical Report - 2:
Vendor Evaluation Report:

This report consist the following detail :
Vendor Details
How many orders cancelled by vendor
Late Delivery Detail
Less quality item supply
Define other parameter to evaluate vendor properly