Purchase
Purchase Management
Efficient and streamlined purchasing processes are critical to the operational success of any organization. In Ultro, the purchase module facilitates comprehensive management of procurement activities, ensuring transparency, control, and efficiency at every step. Below is an overview of the key stages involved in the purchasing lifecycle:
Purchase Requisition
The purchasing process begins with the generation of a Purchase Requisition. This document is used to formally request the procurement of goods or services. It provides detailed information such as item descriptions, quantities, and expected delivery dates, initiating the purchasing workflow.
Purchase RFQ (Request for Quotation)
Once the requisition is approved, a Request for Quotation (RFQ) is sent to potential suppliers. This document invites suppliers to provide their best offers for the requested items or services, enabling the organization to gather multiple proposals for evaluation.
Supplier Quotations
Suppliers respond to the RFQ with their quotations, which include pricing, delivery timelines, and other terms. These quotations are recorded and tracked in the system for further analysis and comparison.
Quotation Comparison
The next step is to evaluate the supplier quotations. The system facilitates an in-depth comparison of price, quality, delivery terms, and other criteria to select the best supplier for the purchase.
Purchase Order
Once a supplier is chosen, a Purchase Order (PO) is issued. The PO serves as a formal agreement between the organization and the supplier, detailing the terms of the purchase, including quantities, prices, and delivery schedules.
Service Order
For procurement involving services rather than goods, a Service Order is created. It specifies the nature of the service, expected deliverables, and timelines, ensuring clear communication between the organization and the service provider.
Service Receipt
Upon completion of the service, a Service Receipt is generated to confirm the delivery and acceptance of the requested service. This step is critical for initiating payments and maintaining accurate service records.
Price List
The Price List acts as a reference for managing standardized pricing for frequently procured items or services. It ensures consistency and helps streamline future procurement activities by providing pre-approved pricing details.
These processes form the foundation of an organized and effective purchasing strategy, helping organizations optimize costs, maintain supplier relationships, and ensure timely procurement of goods and services. Each process is integrated seamlessly within our ERP system to provide a user-friendly and automated experience.
For more detailed insights, please refer to the dedicated pages for each process.
Purchase Requisition
Create New Purchase Requisition
Go to Purchase → Purchase Requisition → Add New.
Main Section:
System will pickup the Date, User & Department details automatically.
User will have to fill the other Mandatory Details such as
Warehouse: Specify the location of the requisition.
Store/Location: Select the specific area within the warehouse.
Product Table
In the Product Table, user need to enter the product details.
Product: Enter the product name or SKU.
Quantity: Input the required quantity for the product.
On selection of product system will automatically pick up the Unit of measurement.
Based on the selected Store/Location, system will show the on hand quantity.
User can enter multiple product lines.
Click Save to create the Purchase Requisition.
Approval Process:
Click the Next Action button.
Select Send for Approval.
Once the approver reviews and approves, the status changes from Pending Approval to Approved.
Purchase Order
Navigation:
Go to Purchase → Purchase Order → PO from PR → Add New.
Instructions:
Fill the Mandatory Fields:
Vendor: Select the vendor for the order.
Warehouse: Specify the receiving warehouse.
Expected Date: Input the date when the goods are expected to arrive.
Link the Approved PR:
Locate the PR Field.
Select the relevant Purchase Requisition.
Click Load PR Lines to auto-fill the details from the PR.
Enter PO Quantity:
Scroll to the Product Tab.
Review the loaded PR lines.
Update the PO Quantity as needed.
Click Update PO Order Lines to confirm changes.
A confirmation message will appear.
Purchase Order line can see in product tab:
Click on update button:
Send for Approval:
Click Next Action → Send for Approval.
After the approver confirms the PO, the status changes from Pending Approval to Approved.
