Procurement Structure to

1. Basic Structure of Procurement Department
Administration Procurement Manager Operations
Purchase Admin | Purchase Coordinator Purchase Supervisor | Purchase Supervisor
Purchaser | Purchaser
Procurement Procedure
Basic Procurement Structure:
1) Purchase Request (P.R)
2) Purchase Order (P.O)
3) Delivery (Delivery Challan & Courier Slip / Bilti)
4) Entry / Receiving / Fixed Asset Form
5) Expense
6) Payment (Pay Order / Cheque)
Purchase Request (P.R)
Sections:
 PR Reference Number
 PR Date (Generate)
 PR Date (Approval)
 Branch
 Item description
 Item Code
 Quantity required
 Sections
Purchase Order (P.O)
Sections:
 Branch
 Supplier
 PR Reference Number
 PO Reference Number
 Supplier Name & number
 Item Serial
 Item Description
 Item Type
 Section
 Required Quantity
 Unit

2.  Unit Price
 Total Amount (of particular item)
 Total Amount (of PO)
 Taxes applicable
 Gross Total
 Delivery Address (Branch)
 Payment Term
 Others
 Remarks
 Signatories
Delivery:
 Delivery Challan & Courier Slips / Bilti
Receiving in Branch:
 Entry from Store department
 Receiving from concern user
 Fixed Asset Form from receiver & user
 Fixed Asset Entry
Expense:
Sections
 Expense Date
 Submission Date
 Site Name
 Name (On account of )
 Department
 Billing Date
 Description
 Net Value
 Deducted Tax
 Account Code
 Signatories
Payment:
 Supplier Name (Account title)
 Paid Amount
 Cheque / Pay Order Number
 Payment Detail (Number of expenses / invoices and invoice number)
 Payment date

3. Regions & Branches:
1) North
 Islamabad
2) Central
 Central 1 (Gujranwala)
 Central 2 (Faisalabad)
 Central 3 (Multan)
3) South
 Hyderabad
 Quetta
 Nawabshah
 Sukker
4) Karachi
 Karachi Gulshan
 Karachi North Nazimabad
 Karachi Korangi
 Karachi Clifton

4. Basic Working of Software in Procurement Stages
Purchase Request:
 The software should generate PR by importing all the related details (as mentioned above) from an excel file, and
update the database according to its branch & PR number.
 The database that has been generated from excel file should maintain the details of Item description, item code,
required quantity in a certain month in particular branch.
 Item description should be inter-link with other branch PR requisition as well so that user can generate the actual
requirement of a particular item in Monthly report, and yearly consumption report.
 Item description and item code must be inter-link with each other so that software can show error message in case
of any duplication, be it item description, or item code, as all the item descriptions has their own unique item code.
 While processing PR, or making a search by entering item description or item code, software should suggest
options available against initials. For example searching RADIATOR, software should suggest all the item
descriptions containing this particular word and all the item descriptions starting from “R” by typing this alphabet.
 Software should keep log of the item descriptions that has been processed by highlighting them with “Yellow” and
locked. Rights of editing the processed item descriptions should be given to specified user.
 Software should generate report of processed items according to the approved quantity. Like if required quantity of
a particular item is 50, and only 25 was approved so report should show required, approved processed and
delivered quantity.
 Software should generate “PR Status report” containing items processed, quantity processed, Items put on hold,
items cancelled, Pending items, delivered items, Supplier name, dispatch details, and remarks.
 PR section should maintain the database of all the approved (Signed) PRs in JPG or GIF format, so that if user wants
to see / print a particular PR, he can just enter the number of PR, and it will appear on screen with options to print,
email, and save in an external source.
 All the PR numbers should be hyperlinked to its approved scanned copies.
 Section wise distribution of items is mandatory.
 Software should maintain the duration of the processed items as well. Like the number of days between PR
approval and Item processed, so that user can trace how much time was taken to process certain item.
Purchase Order:
 Software should generate Purchase Orders according to the data, which user is entering.
 Just like PR, software should generate suggestion for item description after entering the initials of description or
item code, with the price when last it was purchased while making a Purchase Order (With facility to edit the price).
This suggestion base on initials of items, complete word and item code.
 PR & PO needs to be interlinked with each other, so that when we enter a particular item from in PO from PR, that
item will locked in PR and highlighted as processed.
 Search of PO should based on the fields provided earlier, so can user can generate reports month wise, branch
wise, supplier wise and its section wise (Diesel Section, A/C section etc etc)
 Same like PR, all the PO numbers & items descriptions must be hyperlinked with scanned copied of POs. Hyperlinks
on Item description needs to be on the PO that was made last.
 Scanned copy of POs should include the options of “Print”, “Email” & “Save a copy”.
 Like status report of PR, software should generate status report of POs as well; status report will be generated
according to sections, branches, suppliers, PR # and purchaser (branches assigned to purchasers).

5.  Software should maintain log of material delivered and pending in case of partial delivery, with delivery date and
delivery details against each item hyperlinked with bilti / courier slips for the same, then generate delivery report
wise versa.
 With respect of fields required in the PO, taxes applicable must be mentioned with “Checkmarks” with multi-
selections, i.e. W.H.T, G.S.T, S.E.D etc etc.
 Software should generate the PO number itself in an specified format i.e. “EPTSC/Section/Branch-PO
#/Month/year” for example “EPTSC/MISC/CI-012/01/2012
 PO numbers must be interlinked with PR numbers too, like of user wants to know the PO number against specified
PR number, he can easily trace.
 In case of Advance Payments, software should maintain log of POs made against Advance payments separately
month wise, branch wise and supplier wise.
 Software should close the completed POs (for which delivery was completed as per specified process) with limited
rights of editing (Purchase Admin only).
 Software should maintain the duration of the delivered items as well. Like the number of days between PO
approval and Item delivered, so that user can trace how much time was taken to deliver certain item.
Delivery:
 Delivery status can only be confirmed from courier slips, or bilti, therefore while updating delivery status of a
particular order, software should open all the items mentioned in PO, and update with dc/bilti / courier slips
numbers and date of dispatch.
 After entering these details, all the fields in PR and PO for that item must be updated with its current status, linked
with scanned copy of DC and bilti / courier slip.
 Software should generate list of pending items for delivery in a specific PO, branch, PR and Section.
 After saving the delivery status, software should ask to send a notification email to a particular email address, or
email group.
 While updating delivery status, software should ask user whether he want to email these details to specified email
address / email group. In case of “Yes”, a checkmark should appear mentioning the details user require. This detail
will be on “Normal Receiving”, Fixed Asset Form”, Fixed Asset Entry”. Formats for all these are available and will be
provided.
Entry:
 In Entry section, user will enter the details of store entry, for this, entry section must be linked with POs made
earlier, so that software can maintain log of received items, and their respective documents as mentioned before.
 Software should maintain the record of items for which entry has been received, and pending.
 Software should maintain the duration of the entry process as well. Like the number of days between items
received and entry date, so that user can trace how much time was taken to process certain item.
Expense:
 After completion of required procurement procedure, user will generate Expense form in “Expense” section of the
software, fields already mentioned earlier.
 Software will maintain the log of all the fields entered in the expense form so that user can search with any field.
 Software should maintain the duration of the processed expense as well. Like the number of days between date of
receiving of entry from branch and expense submission date, so that user can trace how much time was taken to
submit the expense.

6.  Expense section should also maintain the log of date and number of invoice for which expense was made and
traceable on search by invoice number of order number (PO number).
Payment:
 Payment Section should include the details of the order item wise, it’s status and in the end, payment status, like
cheque / Pay order number, date of cheque, date of receiving by supplier or courier details if payment was
dispatched by courier.
 This section should also include details of invoices / POs covered by the payment to close the orders.
 On completion of all the necessities, software should close the order in all sections (PR, PO, Delivery, and Expense)
with limited editing rights to specified user.
 Software should generate the end report of the order, contained all the information regarding the order.
 Software should maintain the duration of the processed expenses till the date of receiving of supplier, so that user
can count the number of days for payment.
Reports Software should generate:
 PR Status report for the items received, approved, cancelled, put on hold by concerned authority.
 PR Status report for the items processed, pending, delivered, completed. Dispatch details and current status of a
particular item should be included and hyperlinked with the section where it is pending at the time of generating
the report.
 Please make sure the sorting of all the reports section wise (Diesel, A/C etc etc)
 Purchase Orders made against suppliers, against PR, month wise report, branch wise report.
 Delivered, Pending / Partially delivered item report
 Delivery status report for Branch, for PR, and For Purchaser.
 Pending Items against Purchase Order, against Branch and against Purchaser.
 Status report of Orders from each section i.e. PR, PO, Delivery, Entry, Expense and payment.
 All fields must be labeled with the corresponded details like whether they have been emailed / dispatched to
concerns or not with date and time.
 Entry (All formats) receiving with details
 Expense reports for all orders.
 Payment details against orders, suppliers.

7. Time Line for Procurement of Software
Finalization of draft of software after mutual discussion: 2days
At least Developers & meeting with them: 3 day
Developing of software: 7 days
Demo of the software: 1 day
Amendments / changes: 7 days
Trial of the software: one month:
Finalization of software: 2 days
Implementation of software: one month
Total of 60 days required to get and implement Procurement of software in initial stage.