Procurement

The following functionalities are required to support internal procurement of SKMM. Compliance 0 None 1 Partial 2 - Full

Requirements

Comments / Alternatives

Purchasing 1. Support the creation of on-line Purchase Requisition: 1.1 Support the creation of new Purchase Requisition 1.2 Create with reference to existing Purchase Requisition 2. Support the maintenance of purchase history, including: 2.1 Supplier quality 2.2 Price history, including trade terms and discounts 2.3 Supplier performance, in terms of timeliness of delivery, flexibility to last minute requests, accuracy of billing, pricing, etc. 2.4 Blanket or normal order 2.5 History of quotations 3. 4. Ability to support central contract or approved suppliers list. Support the online monitoring of Tenders/RFPs and multiple stages of payments for contracts. Support fund reservation function at time of raising Purchase Requisition. Ability to generate Purchase Order documents automatically. Allow conversion of Purchase Requisition to Purchase Order with automatic tracking of history.

5. 6. 7.

Requirements

Compliance 0 None 1 Partial 2 - Full

Comments / Alternatives

8.

Support budget availability check and creation of Purchase Commitment during Purchase Order entry. Ability to initiate or convert Purchase Orders (from approved Purchase Requisitions) with the following details such as: 9.1 9.2 9.3 9.4 9.5 9.6 9.7 9.8 9.9 9.10 9.11 9.12 9.13 9.14 9.15 9.16 Purchase Order number Purchase Order date Line items Item number and description Quantity ordered Quantity back-ordered, if applicable Delivery date Actual unit cost Supplier static information Unit of measure Buyer code Purchase Order status Contract number Quotation reference Account / charge code Delivery address(es)

9.

10. 11. 12. 13.

Ability to print Purchase Order selectively by Purchase Order number. Automatically assigns a serialised Purchase Order number. Allow the assignment of manual Purchase Order number. Ability to show on screen for supplier number, supplier name and item number during Purchase Order entry. Ability to change, delete and add an entire Purchase Order line. Ability to cancel an entire Purchase Order.

14. 15.

Requirements

Compliance 0 None 1 Partial 2 - Full

Comments / Alternatives

16. 17. 18. 19. 20. 21.

Ability to enter comments or remarks for printing on a Purchase Order. Support multiple delivery points on one Purchase Order Ability to maintain cross-reference of supplier item number. Ability to change default purchase price during Purchase Order preparation. Ability to maintain supplier quotation and pricing structure with multiple currency. Ability to consolidate several Purchase Requisitions to one (1) Purchase Order by: 21.1 Item number 21.2 Supplier 21.3 Required by date Support the splitting of 1 Purchase Requisition into several Purchase Orders. Maintain supplier quotation and pricing by quantity break and delivery point. Ability to view online the Purchase Order line item details during goods receiving. Ability to support the creation of purchase order for delivery of goods in the subsequent financial year (prior to the availability of the following years budget allocation), with manual override of budget availability check. Ability to support variation orders for any changes in purchases, services or contracts. Automatically update the necessary General Ledger Accounts after goods receiving data entry. Ability to save or hold partially entered Purchase Requisition or Purchase Order prior to posting of the documents.

22. 23. 24. 25.

26. 27.

28.

Requirements

Compliance 0 None 1 Partial 2 - Full

Comments / Alternatives

29.

Ability to include comments/remarks for reasons purchase order quantity and value lower or higher and Delivery Order Ability to include comments/remarks for reasons purchase order quantity and value lower or higher than Invoice

30.

Information Required 31. Online inquiry into all open / unfulfilled Purchase Orders by: 31.1 Purchase Order Number 31.2 Delivery date 31.3 Supplier 31.4 Product group, etc. Online inquiry into all outstanding Purchase Requisitions / Purchase Orders by: 32.1 32.2 32.3 Supplier Item number Product group, etc.

32.

Requirements

Compliance 0 None 1 Partial 2 - Full

Comments / Alternatives

33.

Online inquiry into Purchase Order information such as: 33.1 33.2 33.3 33.4 33.5 33.6 33.7 33.8 33.9 33.10 33.11 33.12 33.13 33.14 33.15 Purchase Order status Purchase Order date Line items Item number and description Quantity ordered Delivery Order Reference Number Delivery date Person acknowledge the delivery Actual price Supplier information Unit of measure Buyer code Total Purchase Order amount Received quantity Remaining quantity to receive

34.

Allow selection of product group range, delivery date range and Purchase Order number range for report printing. Open / unfulfilled Purchase Order Report A listing of all open / unfulfilled Purchase Orders for internal use or for mailing to supplier. The contents of the report include Purchase Order number, item numbers, supplier, order quantity, remaining quantity to receive, delivery date. Purchase Orders Deliveries Report This report lists Purchase Orders with delivery dates within a user-defined period. Outstanding Purchase Order Report This report lists all Purchase Orders which exceeded scheduled delivery dates. Supplier Listing A list of all supplier information sorted by supplier number.

35.

36.

37.

38.

Requirements

Compliance 0 None 1 Partial 2 - Full

Comments / Alternatives

39. 40.

Purchase Requisitions Purchase Order An official purchasing document specifying items, quantities, amount and shipping terms. Variation Order An official variation (additions or deletions) documents on the purchases made or services rendered, specifying justification of variation, items, quantities, amount, etc. Return to Supplier Document to accompany returned goods to supplier. Tender Management

41.

42.

43. 44. 45.

Ability to individually.

classify

as

Project

Name

Ability to record all tender deposit by Project & Tenderers. Ability to record & check on whether Tender Deposit has been refunded to the unsuccessful tenderers. Ability to key-in payment schedule. Ability to record all payments received from tenderer eg tender deposits, performance bond/bank draft/bank guarantee. Ability to key in project details eg start date, complete date & duration period. Ability to check status payment and history of payment. Ability to include Variation Order, Value and its payment.

46. 47.

48. 49. 50.

Requirements

Compliance 0 None 1 Partial 2 - Full

Comments / Alternatives

51.

Ability to produce a report on reconsolidated on completed tender in progress, overdue annually, monthly or quarterly. Ability to check online approval for payment. Ability to capture detail user definable fields for project and tenderer (eg : company name, registered & mailing address, details of company profile , phone no, fax & email address, bumiputra status, contact person,history of project awarded from SKMM, LOA which have been issued etc). Ability to slot for cancellation of LOA.

52. 53.

54.