PURCHASE DEFAULT SRS

Contents
Purchase Management Configurations:.................................................................................................1
Product:...............................................................................................................................................1
Vendors:..............................................................................................................................................3
Purchase Agreement Types:...............................................................................................................4
Procurement Processes:.........................................................................................................................6
Request for Quotation (RFQ):.............................................................................................................6
Purchase Orders (POs):.......................................................................................................................8
Purchase Agreement.........................................................................................................................11

Purchase Management Configurations:

Product:
Description:

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 The system helps you manage and maintain your product, their current quantities and their internal and
external moves.

Responsible Users:
Purchase Officer

Constraints:
N/A

Form Data:
No Name Type Mandatory? Source/Options Default Value Notes

Basic:
1. Product Name Char Yes - - -
2. Can be Sold Boolean No True/ False True -
3. Can be Purchased Boolean No True/ False True -
4. Can be Expensed Boolean No True/ False True -
General Information:
1. Product Type Selection Yes Consumable / Consumable
Service / stackable
2. Category Selection No - - -
3. Internal Reference Char No - - -
4. Barcode Char No - - -
5. Cost Float No - 0.0 -
6. Sale Price Float No - 0.0 -
7. Unit of Measure Selection Yes - - -
8. Purchase Unit of Selection Yes - - -
Measure
Variants:
1. Attribute Selection Yes - - -
2. Attribute Value Selection No - - -
Sales:
Pricing
1. 2Pricelist Selection Yes - - -
2. Price Float Yes - 0.0 -
3. Min Quantity Char No - - -
4. Start Date Date No - - -
5. End Date Date No - - -
Purchase:
Vendors
1. Vendor - - - - -
2. Product Variant - - - - -
3. Price - - - 0.0 -
4. Min Quantity - - - - -
5. Start Date - - - - -

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 6. End Date - - - - -
Inventory:
Operations
1. Routes Boolean No Drop Shipping, Buy, Buy -
Make to Order
2. Customer Lead Float No - - -
Time
Traceability
1. 1Tracking Selection Yes Serial Number - -
Lots
No Tracking
Logistics
1. Weight Float No - 0.0 kg -
2. Volume Float No - 0.0 m³ -
3. Responsible Selection Yes - - -
Receivables
1. Customer Taxes Selection No - - -
2. Income Account Selection No - - -
Stock Evaluation
1. Stock Input Account Selection No - - -
2. Stock Output Selection No - - -
Account
Payables
1. Vendor Taxes Selection No - - -
2. Expense Account Selection No - - -
3. Asset Type Selection No - - -
4. Price Difference Selection No - - -
Account
Landed Cost
1. Is a Landed Cost “” Boolean No - - -
Invoicing
1. Invoicing Policy Selection Ordered quantities, Ordered quantities -
Delivered quantities
Purchase Bills
1. Control Policy Selection On ordered On received -
quantities, quantities
on received
quantities

Vendors:
Description:
The system helps you manage and maintain all your vendor’s records and data, and keep tracking of all
the orders and deals made with them.

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 Responsible Users:
Purchase Officer

Constraints:
Vendor name must be unique

Form Data:
No Name Type Mandatory? Source/Options Default Value

Basic:
1. Type Selection Yes Individual / Individual
Company
2. Name Char Yes - -
3. Address Char Yes - -
4. Phone Numbers No - -
5. Mobile Numbers No - -
6. Email Char No - -
7. Website Char No - -
8. Title Selection No - -
9. Tags Char No -
10. Job position Char No -
11. Language Selection No Languages List -
Contacts:
1. Contact Name Char No - -
2. Title Selection No
3. Job position Char No - -
4. Address Char No - -
5. Email Char No - -
6. Phone Numbers No - -
7. Mobile Numbers No - -

8. Notes Text No - -
Invoice Address:
1. Address Char No - -
2. Contact Name Char No - -
3. Title Selection No - -
4. Job position Char No - -
5. Email Char No - -
6. Phone Numbers No - -
7. Mobile Numbers No - -
8. Notes Text No - -

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 Purchase Agreement Types:
Description
A purchase agreement is a kind of legal document illustrating the diverse conditions and terms that are
identified with the sale of products. It makes a legally binding contract between the purchaser and the
vendor.

Responsible Users:
Purchase Officer

Constraints:
Form Data:
No Name Type Mandatory? Source/Options Default Value

Agreement Types:
1. Agreement Type Char Yes - -
2. Agreement Selection Selection No Select Only One RFQ -
Type (Exclusive), Select
Multiple RFQ
Data for New Quotations:
1. Lines Selection No Use lines of -
agreement, do not
create RFQ lines
automatically
2. Quantities Selection No Use quantities of -
agreement, Set
quantities manually
3. Agreement Type Char No - -

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Procurement Processes:

Incoming
Shipment
(Inventory)
Purchase
RFQ
Orders

Vendor Bills
(Accounting)

Request for Quotation (RFQ):

Description:
A request for quotation is a formal statement setting out the estimated cost for a particular job or
service.

Previous Process:
N/A

Next Process:
Purchase Order

Users:
Purchase Officer

Process Steps:

1. Purchase officer creates purchase quotation

Constrains:
The quotation should contain the prices that have been sent from the vendor.

Reports/ Prints:

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 Form Data:

No Name Type Mandatory? Source/Options Default Value Notes

Basic:
1. Vendor Selection Yes Vendors List - -
2. Vendor Reference Char No - - -
3. Purchase Agreement Selection No - - -
4. Order Date DateTime Yes - - -
Products:
1. Product Selection Yes - - -
2. Description Text Yes - - -
3. Scheduled Date Datetime Yes - - -
4. Quantity Float Yes - 1 -
5. Unit of Measure Selection Yes - - -
6. Unit Price Float Yes - 0.0 -
7. Taxes Selection Yes - - -
8. Subtotal Float Yes - 0.0 -
Deliveries and Invoices:
1. Scheduled Date DateTime Yes - - -
2. Deliver To Selection Yes - - -
3. Incoterm Selection No - - -
4. Billing Status Selection No - - -
5. Payment Terms Selection No - - -
6. Fiscal Position Selection No - - -
7. Approval Date Date No - - -

Quotation Flow:

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 Quotation

Purchase Manager

Start

Create
Quotation
Quotation

Yes

No
Purchase
Order

End

Purchase Orders (POs):

Description:

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 The Purchase Order will be created after the quotation made.

Previous Process:
Quotation

Next Process:
Vendor Bills (Accounting)/ Incoming Shipment (Inventory)

Users:
Procurement Manager

Process Steps:
1. Purchase manger views and approves the quotation

After PO creation the a draft incoming product shipment will be created and then the Purchase
Manager can create a draft Vendor bill and transfer it to accounting to pay the vendor (after or before
receiving the products) based on the agreed-on payment terms .

Constrains:
N/A

Reports/ Prints:
Print PO

Form Data:
No Name Type Mandatory? Source/Options Default Value Notes

Basic:
1. Vendor Selection Yes Vendors List - -
2. Vendor Reference Char No - - -
3. Purchase Agreement Selection No - - -
4. Order Date DateTime Yes - - -
Products:
1. Product Selection Yes - - -
2. Description Text Yes - - -
3. Scheduled Date Datetime Yes - - -
4. Quantity Float Yes - 1 -
5. Unit of Measure Selection Yes - - -
6. Unit Price Float Yes - 0.0 -
7. Taxes Selection Yes - - -
8. Subtotal Float Yes - 0.0 -
Deliveries and Invoices:
1. Scheduled Date DateTime Yes - - -
2. Deliver To Selection Yes - - -

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3. Incoterm Selection No - - -
4. Billing Status Selection No - - -
5. Payment Terms Selection No - - -
6. Fiscal Position Selection No - - -
7. Approval Date Date No - - -

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PO Flow:

Purchase Order

Purchase Manager

Start

RFQ
Purchase Order

Confirm

YES No

Incoming Vendor
Shipment Bill

End

Purchase Agreement
Description:
A purchase agreement is a kind of legal document illustrating the diverse conditions and terms that are
identified with the sale of products. It makes a legally binding contract between the purchaser and the
vendor.

Previous Process:
N/A

Next Process:
RFQ

Users:

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 Purchase Manager

Process Steps:
1. Purchase manager creates a purchase agreement based on the agreement types configured
prior to the creation e.g. call for tender , etc.

Constrains:
Reports/ Prints:
Form Data:

No Name Type Mandatory? Source/Options Default Value Notes

Basic:
1. Agreement Reference Char Yes - - -
2. Responsible Selection No - - -
3. Agreement Type Selection Yes - - -
4. Vendor Selection No - - -
5. Agreement Deadline Datetime No - - -
6. Ordering Date Date No - - -
7. Delivery Date Date No - - -
8. Source Document Char No - - -
9. Operation Type Selection Yes - - -
Products:
1. Product Selection Yes - - -
2. Quantity Float No - 0.0 -
3. Ordered Quantites Read-only No - 0.0 -
4. Unit of Measure Selection No - - -
5. Scheduled Date Datetime No - - -
6. Unit Price Float No - 0.0 -

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