Purchasing System
The Procurement System was designed to meet the needs of every sector after a year of R&D and analysis. It ensures that purchasing requests are collected through approval processes, bids are received and budget planning can be done easily.
Request and Approval Flow
The management of requests is built on four basic approval flows: making the request, receiving offers by the purchasing team after executive approvals, submitting them to the budget team for budget approval, and ensuring that purchases exceeding a certain amount are approved by senior management.
- Request Manager Approvals
Requisitions can be created both by business lines and by the purchasing user. After the request passes the specified approvals, it is sent to the evaluation of the purchasing users. The most important responsibility of the purchasing team is to assign the suppliers that they want to work with for the materials to be purchased.
- Offer Management
In order to perform bid management, the purchasing user must first assign the suppliers of the material for which the bid will be received. Offers are collected from the assigned suppliers in two ways: The first method is to send the automatically generated form to the supplier and fill it in, the second method is for the supplier to enter the offer directly through the system.
- Budget Control
After the procurement team user collects the bids and selects the suppliers they want to work with, a bid summary and grand total are generated. The grand total in the budget approval request is compared with the remaining amount of the budget used. If the budget amount is exceeded, it is sent for budget overrun approval or rejected.
- Senior Management Approval and Placement of Orders
Not every purchase request is required to be sent for senior management approval. If the overall total of the request exceeds the approval amount defined as a parameter, the request is sent for senior management approval. Finally, the form approved by the senior management is sent to the purchasing team again for orders to be placed.
Tracking Systematics
- Follow-up of Requests
It is easily tracked at what stage the requests are, how many purchase requests are pending in which statuses. In addition, purchasing approval processes are logged on an hourly basis and it is monitored where the requests are stuck the most.
- Monitoring of Purchases
The total amount of purchases made, the date on which they were made, can be easily monitored, as well as category and material-based purchase totals can be easily tracked.
- Budget Monitoring
Since the requested materials are associated with the budget, the general totals of the materials received are automatically updated with the used and remaining amounts of the relevant budget when the request is completed.
- Material Price Tracking for the Past
The price offers received on a material basis for the past can be easily monitored and evaluated on a supplier basis. This structure, which is especially used in the estimated calculation of the total demand, easily manages the prices of materials. In the event that a supplier is terminated, the most suitable substitute supplier is suggested by the system.
Collection of Offers
The collection of offers by the procurement team is done in two ways:
Method one: Sending the offer form automatically generated by the system to the supplier as Excel.
Method two: Sending a request-specific link to the supplier. The supplier can click on the link sent to him/her, enter the prices of the assigned materials and then click on the Send button to send an offer. Suppliers’ access to the system is determined by the purchasing user. The purchasing user can close access at any time.
Offer Evaluation and Summary
The system creates a bid evaluation form in order to make evaluation on the basis of suppliers in a comfortable way, especially in large number of material requests. In this form, both sorting on the basis of supplier offer amount and sorting on the basis of material unit price are given. In addition, the materials of the selected supplier are shown in a different color, allowing for easy analysis and information.
The most important purpose of this report form produced at the last stage is to ensure that the general total of the selected suppliers and the general total of the purchase form can be easily seen.
Budget Decision
In order to make a clear budget decision on the system, the materials are associated with the budget from which they will be used. In this way, it can be easily seen whether the requested materials have a budget or not. The budget department does not need to do any additional work.
In addition, when it is desired to examine the latest status of the budgets in the current situation, it is ensured that the budget, used budget and remaining budget can be easily monitored on the basis of Company, Budget Center, Budget Class, Budget Main Category and Budget Item.
Document Management
All kinds of documents can be attached and edited on the web. One of the important parts of a procurement request is to associate and save the documents that are input or output to the request and to provide easy access within the scope of authorization. Word and Excel documents produced during the requisition process can be selected from the drafts and the desired changes can be made on the web. In this way, documents can be monitored at the design stage as well as at the contract stage, and all kinds of history related to the documents are kept.
Reports
All reports are designed according to drag and drop report logic. You can use the fields you want and leave the fields you do not want out of the report. Apart from the ready-made reports, the purchasing and budget team can design customized reports. The designed reports are converted into graphical reports by the system and transferred to Excel environment.
Dashboards
It is ensured that requests are analyzed in total and administrative reports used in decision-making processes are generated automatically.