Procurement and Inventory

The procurement process begins when a company identifies the need to purchase materials, such as cement, sand, or chemicals used in ready-mix production, the next step is to issue a Purchase Requisition. This is essentially an internal document raised by a department requesting specific items. This ensures that all purchases are validated and aligned with budget and operational needs.

Before committing to a supplier, the company typically seeks out the most competitive offer. The procurement department sends requests for quotations (RFQs) to multiple suppliers. These suppliers respond with pricing, delivery timelines, and terms. AccFlex allows you to enter each of these quotations into the system this is managed through Supplier Quotation stage, and then they can be compared and evaluated based on price, availability, and contractual conditions. This process helps ensure that procurement decisions are well-informed and economically sound.

Once a supplier selected, the following next is the approval of the requisition, a Purchase Order (PO) is generated. The PO acts as a formal agreement between the company and the chosen supplier. It includes exact quantities, unit prices, delivery schedules, payment terms, and other conditions that were either agreed upon in the quotation stage or adjusted based on internal needs. In AccFlex ERP, the purchase order links directly to the supplier and inventory system, so it can later be matched with the actual goods received and the supplier's invoice.

Once the goods have been received and recorded in the system through the GR/IR, the supplier sends an invoice for the delivered materials.

Then the payment can be done wheather via bank or cash.

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