Purchasing management

The Purchasing Management module is used to manage the entire process of an enterprise from purchasing demand generation, supplier matching, purchasing approval, purchasing execution to purchasing stock-in. The system supports multiple scenarios such as manual purchasing, purchasing by contract, and purchasing based on project requirements, and records purchasing sources, purchasing prices, and purchasing costs through supplier management and batch management.

The core goal of purchasing management is to connect project requirements, contract products, inventory status and supplier purchasing to reduce the problems of repeated purchasing, missed purchasing, wrong purchasing and inaccurate cost statistics.

overall business process

Manual purchasing process

Purchase orders are mainly used to manually initiate purchases, and are suitable for temporary purchases, replenishment purchases, non-contract purchases, or purchases initiated after purchasing personnel actively sort out requirements.

Contract Purchasing Process

Contract purchasing is mainly used for product purchasing for contracted projects. The system identifies the supplier corresponding to the product based on the product details in the contract, and automatically splits the purchase order according to the supplier, reducing the workload of the purchasing personnel to manually sort out the list.

Requesting and stocking process

The order is initiated by the project manager based on project construction needs, and is suitable for scenarios where the construction site needs to prepare goods in advance, deliver goods in stages, and receive products according to project nodes. Purchasing personnel can summarize multiple purchase orders into a stocking list, prioritize products in stock in the stocking list, and then initiate purchases for products with insufficient inventory.

Batch management process

Batch management is mainly used in scenarios where the price of purchased products changes and accurate accounting of purchasing costs is required. Enterprises can maintain purchasing batches for products in advance and enter batch prices and quantities; when purchasing and stock-in, select the corresponding batch, and the system will record the stock-in costs accordingly.

Submodule description

purchase order

Purchase orders are used to manually create purchasing tasks. Purchasing personnel can select suppliers, add purchased products, fill in purchase quantity, purchase price, delivery date and remarks, and submit for purchase approval or directly execute purchases according to enterprise rules.

Applicable scenarios:

• Temporary replenishment purchasing
• Non-contract product purchasing
• Manual purchasing after inventory falls below safety line
• Purchasing personnel manually place orders based on the results of offline communication

contract purchasing

Contract purchasing is used to initiate purchasing based on a signed contract. The system reads the contract product list, matches the suppliers according to the product configuration, and automatically splits the products from different suppliers into different purchase orders.

This method is suitable for items whose product details have been confirmed in the contract. It can reduce repeated entries, avoid missing items in purchasing, and facilitate the correlation statistics of purchasing costs and contract items.

Request a manifest

The order is submitted by the project manager based on the project construction plan and on-site progress, and is used to express the project's actual demand for products, equipment or materials.

The order list usually contains the project name, requested product, quantity, expected arrival time, usage node and remarks. It is not a direct purchase order, but a demand request issued by the project side to the purchasing and warehouse.

Stocking list

Stocking orders are generated by purchasing personnel based on multiple requisition orders and are used to collectively determine which products can be shipped directly from inventory and which products need to be purchased further.

The core function of the stocking list is to consolidate scattered project requirements, first digest the existing inventory, and then initiate unified purchasing of the out-of-stock parts to reduce repeated purchases and inventory backlog.

Purchasing approval

Purchasing approval is used to control purchasing risks. Enterprises can set approval rules based on purchase amount, purchase type, supplier, project or department.

After the approval is passed, the purchase order enters the execution state; when the approval is not passed, the purchase order is returned for modification, and the purchasing staff can adjust the supplier, quantity, price, or purchase description before resubmitting.

Supplier management

Supplier management is used to maintain corporate purchasing sources, including supplier name, contact person, contact information, main products, cooperative brands, settlement method and remark information.

Supplier information will affect the automatic splitting effect of contract purchasing. It is recommended that enterprises configure corresponding suppliers for commonly used products in advance to ensure accurate matching and automatic splitting of purchase orders during contract purchasing.

Batch management

Batch management is used to record the cost differences of the same product at different purchase times and different purchase prices. Enterprises can first select products and enter the batch price and batch quantity; when purchasing and stock-in, select the corresponding batch to complete the stock-in.

Batch management is suitable for the following scenarios:

• Product purchase prices change frequently
• Different batches of the same product have different costs
• Need to accurately calculate project costs, inventory costs or gross profits
• It is necessary to retain the purchasing cost basis

Usage Advice

It is recommended that enterprises first maintain product, supplier and product supplier relationships before enabling contract purchasing and stocking purchasing. For products with large price fluctuations, batch management should be used to record purchasing costs; for companies with many construction projects, requisition orders and stocking orders should be given priority to connect project site demand, inventory stock-out and purchase replenishment in series.