User manual
Englishবাংলা

For Procurement

You sit between the client and the supplier, and you own more of the pipeline than anyone else.

The Requisition hub

Requisition

/requisition
Who
Procurement Admin
Where
Sidebar → Requisition
Purpose
Your control panel. Stat cards showing what needs action, each linking to its own queue. Start your day here.
  • The cards are: Pending (approve new requisitions), Approved (send quotation requests), Pending Quotation (chase vendors who have not quoted), Total Approved, Purchase Order, Receive, PO Docs and Inventory.

Approving a requisition

Pending

/requisition/pending
Who
Procurement Admin
Where
Requisition hub → Pending
Purpose
Review what a client has asked for, and let it into the pipeline.

Steps

  1. You are notified — New Requisition Created — with a link straight to the requisition.
  2. Open Pending from the hub. Each card is one requisition.
  3. Open it and review the client overview, the items, quantities, expected date and priority, and the client's attachments.
  4. Approve.
What happens next

The requisition moves to APPROVED and appears under Approved, ready for the quotation round. Its items stay at SUBMITTED — they move to QUOTE_REQUESTED only when you actually send the quotation requests.

  • There is no reject button in the interface. A requisition that should not proceed is handled with the client outside the system.

Running the quotation round

Approved

/requisition/approved
Who
Procurement Admin
Where
Requisition hub → Approved
Purpose
Invite suppliers to quote, one item at a time.

Steps

  1. Open Approved from the hub. It shows requisitions that are APPROVED and still hold at least one SUBMITTED item.
  2. Open a requisition and, for each item, choose Send Quotation.
  3. Select Suppliers — pick the vendors to invite from the active-vendor list.
  4. Set the Deadline (required, must be a future date) and an Internal note if you want one — internal notes are for ATI only and are never sent.
  5. Write the vendor-facing item name and description. Both are required, and both default to the client's own wording.
  6. Confirm and send.
What happens next

One request row is created per item per vendor — three items across four vendors produces twelve requests. Every invited vendor is notified and emailed, and each item moves to QUOTE_REQUESTED.

Watch out

This is the one place where the client↔vendor wall depends on you rather than on the system. The vendor-facing name and description are the exact text the supplier reads. The email itself carries only item, quantity and deadline — but if you leave a client's name inside the description, you have leaked it yourself. Rewrite the client's wording whenever it identifies them.

  • All invited vendors must be active. The whole request is rejected if any selected vendor is missing or inactive.
  • If a deadline passes with no responses, extend it. The vendor is re-emailed and notified.

Quotation Select

/quotation-select
Who
Procurement Admin
Where
Sidebar → Quotation Select, or the link in a Vendor Quotation Response Received notification
Purpose
Compare vendor prices for one item and choose a winner.

Steps

  1. You are notified when a vendor submits, and the link carries you to the right item.
  2. The page shows every response for that item side by side: price, terms, warranty, delivery date.
  3. Choose the winner, then set the Final unit price (required — the negotiated price, which may be below the quote) and a Price reduction reason if you reduced it.
  4. Set the Tax rate (required, prefilled from the current AIT configuration), and whether VAT is inclusive plus the VAT rate, also prefilled.
  5. Write the Selection reason (required) — why this vendor — and an Effective date if relevant.
  6. Confirm.
What happens next

In one action: the selection is created, the winning response moves to SELECT, every other response for that item moves to REJECT, and the requisition item moves to QUOTE_SELECTED with the agreed pricing written onto it. The item then appears on Purchase Order.

  • Pricing is computed here, not by the vendor. The system derives tax per unit, the tax-inclusive unit price, VAT and the final total. This is exactly why a vendor's quotation carries no tax fields — do not ask them to add tax.
  • Selecting twice for the same item is blocked. If the page will not let you select, the item already has a winner.

Issuing the order

Purchase Order

/purchase-order
Who
Procurement Admin
Where
Sidebar → Purchase Order
Purpose
Turn selections into binding orders.

Steps

  1. Open Purchase Order. Selections ready to become orders are grouped by vendor, client, unit and VAT status, so one order covers everything going to one vendor for one client unit.
  2. Review the group: vendor and client addresses, BIN, VAT and tax totals, and the grand total.
  3. Preview or print the order.
  4. Confirm and issue.
What happens next

The order is created at ISSUED, the vendor is notified and emailed the purchase order, and the items move to PO_CREATED.

Watch out

Every selection in one order must share the same vendor, the same client and the same client unit, and none may already be on another order. A mixed group is rejected.

Purchase Order Documents

/po-docs
Who
Procurement Admin
Where
Sidebar → Purchase Order Documents
Purpose
Attach the challan, mushak, invoice and signed order copy to issued orders.

Steps

  1. Open Purchase Order Documents. The page lists issued orders that have no attachments yet, so nothing is missed.
  2. Choose the order and the document type: challan, mushak, invoice, PO copy or other.
  3. Add the reference number and document date if you have them, and upload the file.
  4. Save.
Watch out

Finance is blocked until this is done. A bill cannot be created against a purchase order that has no attachments — it is rejected outright. This page is not optional paperwork; it is a gate on the payment chain, and a supplier waiting to be paid is often waiting on this.

Receiving and dispatch

Receive

/receive
Who
Procurement Admin
Where
Sidebar → Receive
Purpose
Confirm what the warehouse actually received from a vendor.

Steps

  1. You are notified — New Shipment Created — when a vendor dispatches.
  2. Open Receive. Shipped items awaiting receipt are listed.
  3. Check the goods against the shipment and record what arrived.
  4. Confirm.
What happens next

The item moves to RECEIVED, an inventory movement is recorded, and warehouse stock increases. The item then appears on Inventory, ready to send to the client.

Inventory

/inventory
Who
Procurement Admin
Where
Sidebar → Inventory
Purpose
Warehouse stock, and the hand-off that sends it on to the client.

Steps

  1. Open Inventory. Received items held in the warehouse are listed.
  2. Choose items and open Send to Client.
  3. Select the destination client and client unit, and the quantities.
  4. Send.
What happens next

The movement and the item both move to IN_TRANSIT. All users of the destination client or unit are notified with a link to Receive Items, where they confirm. Their confirmation is what triggers Finance — until they confirm, no bill can be raised.

  • Inventory is a Procurement page and is deliberately excluded from Super Admin.
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