EstateFlow ProcurePro (Purchase & Vendor Management Module) - 1

Overview

The ProcurePro (Purchase & Vendor Management) module provides real estate developers and contractors in Abuja and similar markets with the tools to manage vendor relationships, streamline procurement processes, and control purchasing costs. Integrated with other EstateFlow ERP modules, it ensures that materials, equipment, and services are acquired efficiently and in compliance with organizational policies.

[Insert Screenshot: ProcurePro Dashboard]

Key Features & Benefits

• Create and manage Vendor Profiles with full contact and compliance details.

• Automate Purchase Requisitions and Purchase Orders with configurable workflows.

• Track Deliveries and Receipts linked to procurement.

• Manage Vendor Performance with evaluation and scoring features.

• Enable Approval Workflows for purchase requests and orders.

• Integrate directly with Inventory Management for real-time stock updates.

• Sync with FinMaster (Accounting & Bookkeeping) for accurate expense tracking.

• Generate Reports for procurement analysis, budget monitoring, and vendor performance.

Pre-Requisites & Access Rights

1. Ensure the ProcurePro module is enabled in EstateFlow ERP.

2. Assign permissions under Admin > Roles & Permissions for:

   • Creating and Approving Purchase Requisitions

   • Generating and Approving Purchase Orders

   • Managing Vendor Profiles

   • Recording Deliveries and Receipts

3. Verify integration with:

   • Inventory Management for material receipts

   • FinMaster for expense posting

   • Fixed Equipment Management (if applicable) for equipment procurement

4. Confirm company-specific approval workflows under Admin > Settings > Approval Settings.

[Insert Screenshot: ProcurePro Permissions Setup]

Step-by-Step Instructions

Vendor Management

Adding a Vendor

1. Navigate to Modules > ProcurePro > Vendors.

2. Click + Add New Vendor.

3. Fill in details such as Vendor Name, Contact Information, Compliance Docs, and Tax Identification Number (TIN).

4. Click Save.
   [Insert Screenshot: Add Vendor Form]

Editing or Removing Vendors

• To edit: Select the vendor and click Edit.

• To delete: Select the vendor and click Delete (requires approval if audit trail is enabled).

Purchase Requisitions

1. Navigate to Modules > ProcurePro > Purchase Requisitions.

2. Click + New Requisition.

3. Complete fields including Item Description, Quantity, Required Date, and Project Assignment.

4. Submit for approval by clicking Send for Approval.
   [Insert Screenshot: Create Purchase Requisition Screen]

Purchase Orders

Creating a Purchase Order

1. Navigate to Modules > ProcurePro > Purchase Orders.

2. Click + New Purchase Order.

3. Link the Purchase Requisition (if applicable).

4. Select Vendor, enter Item Details, Delivery Timeline, and Payment Terms.

5. Click Save and Send for Approval.
   [Insert Screenshot: Add Purchase Order Form]

Approving a Purchase Order

• Approvers receive notifications in the system and via email.

• Review and click Approve or Reject with comments.

Receiving Deliveries

1. Navigate to Modules > ProcurePro > Goods Receipt Notes.

2. Click + New Receipt.

3. Select the corresponding Purchase Order.

4. Verify Quantity, Condition, and Warehouse Assignment.

5. Click Save.

6. Inventory levels automatically update in Inventory Management.
   [Insert Screenshot: Goods Receipt Note Form]

Vendor Performance Evaluation

1. Navigate to Modules > ProcurePro > Vendor Evaluation.

2. Select a vendor and click Evaluate.

3. Enter ratings for delivery timeliness, quality of goods/services, and compliance.

4. Save the evaluation.
   [Insert Screenshot: Vendor Evaluation Form]

Reporting

1. Navigate to Modules > ProcurePro > Reports.

2. Select the report type:

   • Procurement Summary

   • Vendor Performance

   • Budget vs Actual Procurement

3. Export reports to Excel or PDF for board presentations.
   [Insert Screenshot: Procurement Reports Dashboard]

Tips & Best Practices

Tip: Always link Purchase Orders to approved Requisitions to maintain a clear audit trail.

Best Practice: Schedule quarterly vendor evaluations to maintain a reliable supplier base.

Tip: Integrate with Inventory Management to avoid stock shortages and over-purchasing.

Best Practice: Define clear approval thresholds in Approval Settings to prevent unauthorized purchases.

Troubleshooting & Common Issues

Issue: Purchase Order not visible in Goods Receipt.
Solution: Confirm the Purchase Order has been Approved and is linked to the correct vendor.

Issue: Inventory not updating after delivery.
Solution: Verify the warehouse assignment in the Goods Receipt Note and check that Inventory Integration is active.

Issue: Vendor evaluation form not saving.
Solution: Ensure all mandatory fields (e.g., Rating, Comments) are completed before saving.

[Insert Screenshot: Error Example Screen]

Glossary & Notes

• Purchase Requisition: A formal request to procure goods or services.

• Purchase Order (PO): A binding contract issued to a vendor after requisition approval.

• Goods Receipt Note (GRN): Document confirming goods/services received.

• Vendor Evaluation: Process of scoring vendor performance based on quality, timeliness, and compliance.

Note: All procurement activities should align with Nigerian corporate compliance standards, including VAT and WHT regulations.

Caution: Do not bypass approval workflows when raising Purchase Orders, as this may lead to compliance breaches.