Procurement Process
With reachwell's e-procurement suite you
can
- Know what the organization is buying
- Who is ordering
- Which vendors are used
Key Features
The procurement suite will have the
following functions which will cover the entire gamut of asset
procurement.
Creating Purchase Requests
The system allows creating purchase requests which will be
routed through the approvals workflow if approvals are required
for the request.
Highlights of the purchase request
- A purchase request can have multiple
items in it
- The indenter can select the items
directly from on-line catalogs
- The indenter can also use free text
for non listed items (Items which are not in the "on-line
catalog")
- The indenter can provide "Special
Instructions" in the request, for e.g. to specify any
variations in the standard description of the item
- The indenter can attach files (documents)
along with the request.
- The indenter can select the 1st
level authorizers for the request. However this can be controlled
through the workflow engine.
- Authorizers for the subsequent levels
will be automatically picked from the workflow engine.
- The indenter can save his request
into a drafts folder.
- Effectively the request will not
get posted till the indenter Submits" it. This helps
the user to save draft copies and submit the requests later.
- The indenter can modify a request
during the approval cycle. However he cannot modify the
request once it is approved by everyone in the authorizers
list.
- If the request is modified then
all the authorizations made on the request thus far will
be nullified, a new request # will be generated and will
go through all authorizations again.
- An email alert will be sent to the
immediate authorizers for approvals.
Approve/Authorize Requests
- The system will list all the requests
which are awaiting authorization from the logged in person
- The system will not list the requests
which are not yet authorized by the previous level authorizers
if any
- The logged in authorizer will be
able to "Approve", "Reject" or Ask for
More Details"
- An email will be sent to the indenter
on any action performed by the Authorizer.
- If the request is rejected then
the request will be routed back to the indenters "Rejected"
folder. The indenter cannot perform any action on the rejected
requests except view only.
- If the request is approved then
email will be sent to the next level authorizers if there
are any and the approved request will not be accessible
for the authorizer.
- The Authorizer will be able to "Ask
for More Details". The system will send a notification
to the indenter if the authorizer asks for more info.
- The request cannot be modified by
the authorizers. However this can be enabled through customization.
Generate RFQ
- The privileged users will be able
to generate RFQ's for the approved requests. To generate
RFQ's the user will be able to
- List all the approved requests
- Select one or more than one request
by clicking on the check box and then click "Generate
RFQ" button which will take him to a new screen where
he can select the items from the request and the corresponding
suppliers.
- For each item the user can select
the suppliers from the list of authorized and or other (non
authorized) suppliers.
- The user can preview the RFQ's before
actually generating them
- The system will group all the items
for each supplier if there are multiple items for the supplier.
- Once the RFQ is submitted then emails
will be sent to all the suppliers who have valid email ID's
- The user can also print/fax the
RFQ's directly from the application.
- The indenter will be automatically
notified about the RFQ generated for the items which he
indented.
Vendor Quotes
- The privileged users
will be able to enter the supplier's response, quotations.
To enter the quotes the user will be able to
- List all the RFQ's which are yet to receive
the quotations
- The user can pick-up a RFQ from the list
and then select the supplier from whom he has received the
quotes and enter those quotes.
Vendor Comparison
Prepare vendor quotes comparison statement
for analysis and procurement committee approval (if required).
Once the vendor comparison statement is prepare you can either send
it for committee approval or can release the purchase order directly
depending upon the configuration of the system.
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