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U-AIMS© - PURCHASE & STORES

Stores and purchase module is used for computerization of Goods Procurement process, Receipt of Goods, Stock book entry, bill passing, Issue of materials to Departments, Stock book maintenance, write off & generating various Stores reports. It computerizes generation of Departmental Requisitions by actual Users – on-line approval by authorities, issue from Stores to the User, If required creation of Indent, Procurement process - Calling quotation, comparative statement, PO, Receipt of material… GRN, Sock book & various reports related to Purchase & Stores. Reorder levels can be defined & auto alerts for procurement can be generated. Institute can create many Departments, sub-departments, Users, Items, Vendors, Passing authorities, Department wise Passing paths, Module allows flexible format for quotation / tender documents, vendor quotation entry, Taxes, Warranty conditions. Based on multiple Requisitions form various Users, Store can call quotations / Tenders for the Goods.

Modules gives a choice to Institute to either follow a complete process for generating PO (Calling quotations, Received Quotation entry rates and T & C entries, comparative statement, …) or directly generate a PO for Vendor under Rate contract / DGS & D orders / Emergency purchases. Module also gives flexibility of Direct entries of Invoice without PO. It also allows entries of Items from old manual DSR – Dead stock Register - where original Invoices may not be available. This is useful very old stock entries.


Flow of Purchase & Stores Module

  • On-line Requisition for Goods from various Users of various Departments
  • Approval of Requisitions by appropriate authorities
  • Flexible Passing Authority Path
  • Issue of approved & available Goods to Department against requisition
  • Issue of good without requisition
  • Acceptance of Goods by Users
  • Generation of Indents by Stores section for Goods to be procured
  • Preparation of Tender / Quotations documents
  • Entry of received Quotations / Tenders
  • Generation of Comparative statements
  • Recommendation of Vendor - Item.
  • Auto Generation of PO from comparative statement / Direct PO without quotations
  • Entry of received Invoice
  • Receipt of Goods & Invoice passing for payment (Acceptance of invoice items)
  • Return / Rejection of Goods from Departments
  • Return of Goods to Vendor

STORES REPORTS

  • Procurement Process Documents - Quotation calling letter, Tender Documents, Comparative Statement, Purchase Order
  • Goods Receipt Register
  • Stock book
  • DSR - Dead Stock Register
  • Indent Report / Requisition report
  • Stores Daily Report
  • Balance Quantity Report
  • Reorder Level Report
  • Item Ledger / Item Wise Investment
  • Department Wise Investment
  • Vendor List / Invoice List / Item list

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