Optimum Procurement & Expenses covers the full procurement cycle, from departmental / purchase request, quotation request, purchase orders, deliveries and invoices to payments. Systems is fully integrated with Inventory and Fixed Assets Modules.
It includes a fully - fledged Vendor Contracts module where you can manage all general expenses and support contracts in terms of contract administration, payment schedule with reminders and expense amortization.
- Available on three platforms: browser-based Intranet/Internet and cloud computing.
- Online real-time posting, resulting in online real time financial reporting.
- Bilingual capability: Arabic/English, you log into the system with the language of your choice.
- Extensive MIS reporting (in both languages).
- Document printout option upon any task per formed.
- Multi-level access to the system and powerful central security control.
Purchase Requisition or Item / Departmental Request covers all types of departmental request whether it’s an inventory item, non-inventory item and / or services. The request will be electronically requested and transferred through a preset workflow or selected workflow for approval and can be easily compared to the existing budget.
The Purchase Requisition can be transferred to purchasing department or to inventory store for supply. All Departmental requests can be monitored according to their status till delivery and payments.
Purchase Requisition Functionalities:
- Purchase Requisition Management
- Purchase Requisition Cancellations
- Purchase Requisition Processing
- Purchase Requisition Inquiry & Reporting
Quotation Request Module is used for requesting quotations for all types of inventory items, non-inventory items and/or services. The request will be electronically sent to the selected vendor/vendors through e-mails, text messages or any other electronic media. Requests can also be printed and sent manually.
The module can be viewed in Vendor Portal from where vendors can submit quotations directly system or manually received quotations can be input in the system. All quotations received can then be viewed under Quotation Selection Process.
Quotation Request Module Functionalities:
- Quotation Request Management
- Quotation Request Cancellations
- Quotation Request Processing
- Quotation Request Inquiry & Reporting
Quotation Evaluation Module is used for evaluating all quotations submitted against a Request for Quotation by various vendors either through the Vendor Portal or manual quotations input in system. System will list down all quotations received with items in one screen for evaluation.
Quotation Evaluation allows the users to select items from various quotations for Purchase Orders. Users can select items from different quotations based on the pricing and different criteria. All the selected items will then be available at Purchase Order level.
Quotation Evaluation Module Functionalities:
- Quotation Listing
- Quotation Selection
- Quotation Rejection
- Quotation Inquiry & Reporting
Purchase Order Module is used to raise purchase orders whether against a quotation/quotations or direct input. The Purchase Order will be electronically raised and transferred through a preset workflow or selected workflow for approval and can be easily compared to the existing budget.
The module can be transferred to purchasing department or to inventory store for supply. All Departmental requests can be monitored according to their status till delivery and payments. Partial transfer to Stores and partial transfer to Purchasing Department can be easily handled by the system.
Purchase Order Module Functionalities:
- Purchase Order Management
- Purchase Order Cancellations
- Purchase Order Revision
- Advance Payment Management
- Purchase Order Processing
- Purchase Order Inquiry & Reporting
Good Received Notes (GRN)
Good Received Notes (GRN) Module is used to record goods delivery along with additional costs against the purchase orders. The GRN will be electronically raised and transferred through a preset workflow or selected workflow for approval and can be easily compared to the existing budget.
Good Received Notes can be used to record additional costs for each item. Goods can be directly updated to Optimum Inventory of Optimum Fixed Assets module with all purchase related details. Partial delivery to stores can be easily handled by the system.
Good Received Notes Module Functionalities:
- GRN Management
- GRN Cancellations
- Record Other Costs
- GRN Processing
- GRN Inquiry & Reporting
Invoice Management Module includes a comprehensive Invoice / Billing functionality through which all invoices from the vendors can be recorded in the system with proper accounting treatment. The Invoice is electronically raised and transferred through a preset workflow or selected workflow for approval and can be easily compared to the existing budget.
Invoice Management can be used to raise invoices against Purchase Order, Contracts or Direct (Standard) Invoices. Multiple invoices from same vendor can be handled in a single invoice input.
Invoice Management Module Functionalities:
- Invoice Management
- Invoice Cancellations
- Invoice Processing
- Invoice Inquiry & Reporting
The Payments Management Module manages all kinds of vendor related payments be it Direct Payment or Payment Against Invoices. All payment types like cash, cheques, credit notes, telex transfers, direct bank transfer etc. can be setup in the system.
The Payments Management Module can be used to manage Petty Cash as well. Users have the flexibility to print Cheques directly from system with preset workflows and approval levels.
Payment Management Module Functionalities:
- Direct Payments
- Payment Against Invoices
- Remittance Advice Processing & Printing
- Payments Inquiry & Reporting
Vendor Contracts Module is used to manage all kinds of contracts with vendors like maintenance, services, rental or any other contracts. System is capable of amortizing the expense based on payment terms be it 'Advance Payment' or 'Accrued Expenses'. The contract will be electronically created and transferred through a preset workflow or selected workflow for approval.
The system can be managed with ease with the functionality of alerts and reminders which can be setup to remind about contract renewals or due payments. Contracts can be renewed in system manually or automatically.
Vendor Contracts Module Functionalities:
- Vendor Contracts Recording
- Expense Amortization
- Purchase Requisition Processing
- Purchase Requisition Inquiry & Reporting
Vendor Portal Module is the state-of-the-art online facility for your vendor's to manage their own account controlled by you. Vendor's can login to system to perform variety of tasks including quotation submission, view issued purchase orders, payment advice, view statement of account and dashboards.
Vendor Portal Module also provides you with ease of managing all your vendors electronically in system giving you the flexibility to communicate with vendors in the most professional way avoiding all kind of paper work and operational delays.
Vendor Portal Module Functionalities:
- Vendor Account & Login
- Quotation Submission
- View Statement of Account
- Dashboards, Inquiry & Reporting
Dashboards, Inquiries & Reports
Dashboards, Inquiries & Reports provides users with a number of comprehensive reports and inquiries including management dashboards. System uses state of the art technology to provide most stunning and user-friendly dashboards, inquiries and reports providing wholesome view of the organization from every perspective.
The system is available for almost all modules in Procurement & Supply Chain like eProcurement Cycle, Vendor Portal, Contracts Management etc. Users can also create their own reports and charts based on various parameters in Business Intelligence Reporting.
Dashboards, Inquiries & Reports Functionalities:
- Dashboards for Recruitment
- Dashboards for Administration
- Dashboards for Attendance
- Inquiries for Recruitment, Admin and Payroll
- Comprehensive Standard Reports
- Business Intelligence Reporting
- Create Your Own Reports
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