Procurement, Strategic Sourcing and Inventory

Annual procurement plans, sealed-bid tender management, two-envelope scoring, CPO bid bonds, 3-way matching, store vouchers (GRN/GIN/SIV), multi-warehouse topologies, and landed costs.

• Procurement and supply chain overview EN

  Architectural and operational foundation of SmartERP strategic sourcing, sealed-bid tenders, 3-way matching, warehouse operations, and inventory governance.

• Concepts and procurement principles EN

  Two-envelope sealed bids, cryptographic SHA-256 receipts, CPO bid bonds, 3-way matching logic, and store voucher taxonomy.

• Quick start EN

  Complete hands-on 15-minute walkthrough from purchase requisition to quotation, purchase order, Model 19 GRN, and stock valuation.

• Create annual procurement plan EN

  Define annual procurement packages, budget envelopes, estimated values, and statutory threshold approvals.

• Create and publish sealed-bid tender EN

  Define Bill of Quantities (BoQ) lots, submission deadlines, bid security parameters, and publish tenders to the vendor portal.

• Manage tender clarifications and addenda EN

  Address bidder clarification inquiries, publish official responses, and issue formal tender addenda.

• Submit and seal vendor portal bids EN

  Vendor portal procedure for prospective suppliers to submit technical and financial offers with cryptographic SHA-256 receipts.

• Verify CPO bid bonds and bank guarantees EN

  Register, verify, and monitor the validity of Cashier Payment Orders (CPO) and bank guarantees submitted by bidders.

• Declare conflict of interest and recusal EN

  Mandatory Conflict of Interest (CoI) declaration and automated committee recusal governance before bid evaluation.

• Conduct formal bid opening ceremony EN

  Execute public bid opening ceremony, verify bidder attendance, unseal technical envelopes, and record opening minutes.

• Evaluate technical bid proposals EN

  Score technical criteria, verify mandatory documentary clearances, and determine technical qualification.

• Unseal commercial bids and compute total score EN

  Unseal financial proposals of qualified bidders, check arithmetic errors, compute price scores, and determine combined ranking.

• Adjudicate award and manage standstill EN

  Award contract to highest-scoring bidder, issue statutory Notice of Intention to Award, and govern the 7-day standstill cooling-off period.

• Manage bidder protests and appeals EN

  Process formal procurement appeals, review legal grounds, and manage procurement suspension freezes.

• Issue purchase order from tender award EN

  Convert approved tender adjudication into an official purchase order with delivery terms and payment schedules.

• Manage supplier debarment and blacklists EN

  Enforce vendor sanctions, register debarment orders, and block non-compliant suppliers across all active tenders.

• Evaluate vendor performance index EN

  Track vendor delivery timeliness, quality acceptance ratios, and compute automated vendor performance ratings.

• Receive goods and issue Model 19 GRN EN

  Inspect incoming supplier deliveries, record accepted/rejected quantities, and issue official Model 19 Goods Receiving Notes.

• Issue goods via Model 20 SIV and Model 21 SRV EN

  Issue internal store vouchers (Model 20 SIV / GIN) for department consumption and process returns via Model 21 SRV.

• Execute automated 3-way matching EN

  Configure automated quantity and price tolerances, audit variance discrepancies, and release vendor bills for payment.

• Configure multi-warehouse locations and routes EN

  Set up central warehouses, transit routes, regional depot hubs, and automated internal replenishment rules.

• Track lots and serial numbers EN

  Configure lot traceability, assign serial numbers upon receipt, and manage expiration dates and FIFO dispatch rules.

• Allocate customs duty and landed costs EN

  Capitalize import customs duty, maritime shipping, and clearing charges into inventory product valuation.

• Conduct blind cycle count audits EN

  Execute periodic blind inventory counts, audit physical discrepancies, and process managerial stock adjustment approvals.

• Process stock scrap, damages, and write-offs EN

  Quarantine damaged goods, convene disposal boards, and record inventory write-offs.

• Process departmental purchase requisitions EN

  Review departmental material requests, check budget availability, and consolidate requests into purchase orders.

• Vendor portal operating guide EN

  Complete operating manual for prospective and registered vendors using the SmartERP self-service procurement portal.

• Supply chain reports and stock cards EN

  Complete guide to inventory valuation reports, Bin Cards, Stock Cards, aging analysis, and procurement dashboards.

• Roles and permissions EN

  Access control matrix and segregation of duties for Storekeepers, Buyers, Procurement Officers, and Directors.

• Supply chain configuration reference EN

  System parameters, reordering rules, valuation accounts, and warehouse settings reference.

• Cross-module integrations EN

  Integration touchpoints between Supply Chain, Accounting, Projects, Fixed Assets, and AI Workforce Copilots.

• Troubleshooting guide EN

  Diagnostic procedures for unbalanced valuation moves, 3-way match blocks, negative inventory, and tender locking errors.

• Technical architecture EN

  Software architecture, state machines, ORM models, and lifecycle transitions in SmartERP Supply Chain.

• Relational data model EN

  Relational entity-relationship dictionary for procurement, sourcing, stock moves, quants, and landed costs.

• Security and access control EN

  Access control lists (ACLs), user groups, multi-company record rules, and audit trail security.

• Automation and scheduled cron jobs EN

  Scheduled actions, automated reordering crons, deadline locks, and bond expiration checkers.

• Testing and upgrade guide EN

  Test suite execution, unit test coverage, and schema upgrade migrations for supply chain modules.