Purchase ERP Module
Manage suppliers, Request for Quotes (RFQ), Purchase Orders (PO), and receiving.
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Strategic vendor procurement platform. Onboard suppliers through a self-service portal, dispatch RFQs to multiple vendors, evaluate and compare supplier quotations, issue Purchase Orders, and process goods receipt notes (GRN), and link supplier bills to the order and its receipts.
From quotation to supplier bill
A purchase in Winlium runs from quotation to approved order, then to receipt and bill. Each stage links back to the one before, so you can trace any supplier bill to the goods it pays for and the order that approved them.
- Who
- Buyer, approvers, warehouse receiving staff and accounts payable
- What you need
- Approved suppliers, your item list, and an approval workflow for purchase orders.
- The buyer sends a Request for Quotation to selected suppliers by email. Suppliers can submit their quote through a secure link, or the buyer records it.
- Quotations are compared side by side, and the chosen one is converted into a purchase order. Purchase orders can also be created from approved purchase requests.
- The purchase order goes through your approval workflow before it is issued.
- When goods arrive, the warehouse records a Goods Received Note against the order. Partial deliveries are allowed, and the order shows as partially or fully received. A quality inspection can be recorded against the receipt.
- Accounts payable creates the supplier bill and links it to the purchase order and one or more receipts from that supplier. The bill has its own approval workflow.
Result: Stock received into the warehouse, and a supplier bill traceable to its order and receipts.
Good to know
- Supplier bills are created by accounts payable. They are not generated automatically when goods are received.
- Winlium stops a receipt being billed twice, but it doesn't yet automatically compare bill prices and quantities with the order (3-way matching).
- Landed costs such as freight and clearing charges are not yet added to item cost.
- Remaining quantities on an order can be closed short when you don't expect them.
Core strategic benefits
- Negotiate better vendor pricing through side-by-side quotation evaluation
- Onboard and screen new vendors before they ever touch a live PO
- Stop the same delivery being billed twice: each receipt can sit on only one live supplier bill
Capabilities & functional features
- Vendor database with performance ratings & lead-time history
- Self-service vendor onboarding via configurable, link-based forms
- Structured prospective-vendor scoring prior to approval, with restrict/blacklist controls
- Request for Quotation (RFQ) generation and supplier quotation receipt
- Quotation evaluation to compare supplier offers, with a quotation evaluation report
- Purchase Order creation with deviation-reason tracking & reporting
- Goods Received Note (GRN) against the purchase order, with partial receipts and quality inspection
- Purchase orders approved through configurable approval workflows
- BID (Business Intelligence Dashboard) for procurement spend and supplier performance
- Detailed purchase reports, configurable document numbering & purchase audit report
Related modules
Purchase: common questions
Do purchase orders need approval?+
Yes. Purchase orders are submitted into your approval workflow and can only be issued once they are approved. Supplier bills have their own approval too.
Can suppliers send their quotes online?+
Yes. RFQs are emailed to suppliers, who can submit their quotation through a secure link without logging in.
What happens when a supplier delivers only part of an order?+
Record what arrived on the Goods Received Note. The order shows as partially received until the rest arrives, or you can close the remaining lines short.
How do we onboard new suppliers?+
Send a self-service onboarding link. The supplier fills in your configured form, you score them, and they go through approval before you can use them. Suppliers can also be restricted or blacklisted, with a reason and period.
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