Procurement Management and Field Coordination (mobile) enables you to organize all your purchasing operations in a clear and structured way, from the initial request to the receipt of products. It ensures accurate supplier tracking, facilitates control and accounting, and optimizes the entire process to improve efficiency and transparency. This process is carried out in 11 key steps, the full details of which are presented below:<\/p>\n
1. Quotation and Purchase Order: automatic process triggering.
\n2. Budget validation and supplier prepayments: accounting monitoring and approval.
\n3. Work sheets: Suppliers and Subcontracting
\n4. Order planning and assignment: organization of internal tasks and supplier tracking.
\n5. Mobile \/ tablet: direct entry during receipt or inspection.
\n6. Receipt and quality control: delivery tracking and product compliance.
\n7. File and project: centralization of all documents related to the order.
\n8. Supplier: tracking of orders, deliveries, and supplier performance.
\n9. HR – Time management: automatic entry of hours related to order preparation and control.
\n10. Accounting and VAT.
\n11. Reporting and statistics: automatic update of purchases, costs, and performance.<\/p>\n
1. Quotation and Purchase Order<\/b>
\nSteps: Open -> Pending approval -> Waiting for goods -> To be received -> Received -> Linked to an invoice -> Archived
\nFormalization and validation of commitments before invoicing.
\n• Creation and management of supplier quotations (price requests)
\n• Comparison of supplier offers
\n• Generation of purchase orders
\n• Internal validation of commitments
\n• Conversion of quotation into purchase order
\n• Tracking of pending, partial, or completed orders
\n• Complete history of commitments<\/p>\n
2. Budget validation and supplier prepayments<\/b>
\n• Automatic control of the available budget for each request.
\n• Possibility to make partial prepayments to suppliers with accurate accounting tracking.<\/p>\n
3. Work sheets – Suppliers and Subcontracting<\/b>
\nStructured management of services provided by subcontractors or suppliers. Each work sheet follows a clear workflow, ensuring traceability, compliance, and accurate cost allocation to the relevant project or order.
\nSteps: Open -> Pending approval -> Waiting for goods\/service -> To be delivered -> Execute -> In progress -> Delivered -> Executed -> Linked to an invoice -> Archived
\n• Assignment of suppliers or subcontractors to projects
\n• Tracking of external interventions
\n• Full traceability of services
\n• Cost allocation to the relevant project
\n• Linking work sheets to supplier invoices<\/p>\n
4. Order planning and assignment<\/b>
\n• Assignment of orders to internal managers for tracking and follow-up.
\n• Delivery planning according to priorities and supplier availability.<\/p>\n
5. Mobile \/ tablet<\/b>
\n• Direct entry of receipts and quality checks on site.
\n• Multi-responsible management for each order.
\n• Electronic signature and receipt photos.<\/p>\n
6. Receipt and quality control<\/b>
\nTracking of received goods and services to ensure compliance with orders.
\nSteps: Open -> Waiting for goods -> Partial receipt\/received -> Validated -> Linked to an invoice
\n• Partial or multiple receipt of products and services
\n• Validation of delivered services and quantities
\n• Control of discrepancies and anomalies
\n• Barcode management for traceability
\n• Automatic stock update upon receipt
\n• Preparation for accounting integration
\n• Automatic detection of discrepancies or anomalies<\/p>\n
7. File and project<\/b>
\n• Centralization of all documents related to the order in the project file.
\n• Complete history for each supplier and each order.<\/p>\n
8. Supplier<\/b>
\n• Supplier performance reporting: lead times, quality, compliance with commitments.
\n• Full transparency on order progress and deliveries.<\/p>\n
9. HR – Time management<\/b>
\n• Hours spent on preparation, tracking, or control of orders are automatically recorded in the HR file.
\n• Enables tracking of time per employee and calculation of internal hours related to purchasing.<\/p>\n
10. Accounting and VAT<\/b>
\n• Configuration of accounting accounts: Expenses, Inventory, Suppliers, VAT
\n• VAT management per product or service
\n• Supplier sub-ledger accounting: detailed tracking of invoices, payments, and individual balances
\n• Automatic generation of accounting entries
\n• Multi-currency purchase management (if enabled)
\n• Payment schedule: tracking due dates to plan cash outflows and avoid delays
\n• Payment analysis by period: reporting of completed and upcoming payments
\n• Depreciation management: tracking and automatic accounting of depreciation related to purchases
\n• Standing orders: management of recurring payments to simplify tracking of regular commitments<\/p>\n
11. Reporting and statistics<\/b>
\n• Automatic update of orders, costs, and lead times.
\n• Reports for financial management, quality control, and supplier tracking.<\/p>\n","protected":false},"featured_media":0,"template":"","meta":{"content-type":"","inline_featured_image":false,"_price":"","_stock":"","_tribe_ticket_header":"","_tribe_default_ticket_provider":"","_tribe_ticket_capacity":"","_ticket_start_date":"","_ticket_end_date":"","_tribe_ticket_show_description":"","_tribe_ticket_show_not_going":false,"_tribe_ticket_use_global_stock":"","_tribe_ticket_global_stock_level":"","_global_stock_mode":"","_global_stock_cap":"","_tribe_rsvp_for_event":"","_tribe_ticket_going_count":"","_tribe_ticket_not_going_count":"","_tribe_tickets_list":"[]","_tribe_ticket_has_attendee_info_fields":false},"product_brand":[],"product_cat":[151],"product_tag":[],"class_list":["post-84639","product","type-product","status-publish","product_cat-uncategorized","first","instock","virtual","taxable","product-type-simple"],"yoast_head":"\n