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The Order Processing System for the Supply Branch aims to streamline communication and enhance decision-making processes. Users can access information quickly to summarize quotations and tender documents. The system allows technical committees to make informed choices easily and notifies suppliers of bid status (accept or reject). By integrating email notifications, the system greatly reduces communication time compared to existing methods. It is designed to motivate staff by minimizing workloads and improving work quality. Key features include purchase order management, supplier analysis, and order tracking.
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Objectives • Users should be able to access information quickly and easy to make summarize quotations and tender document. • To using new system Technical committee should be able to make decisions easily. • To using message notification method, Supplier should be able knows their BID reject or accept. • To logging supplier account able to know status of process. • By using email to communicate suppliers and branch reduce time, than existing system. • To motivate staff by reducing the work load and to improve their quality of work.
Main Functions Technical Officer Check purchase order specification and approx. cost correct Create request purchase order with specification Department Head Approve purchase request order Approve purchase order form Technical Evolution Committee Ability of analyzing purchase history by each supplier Sort submitted quotations suppliers according to the item price & quality Add reason for selected supplier Approve and given recommendation to summarized quotation
Dean/Register/Bursar Approve Purchase Request Form Recommended Purchase Request From Approve Order Purchase Form University Register/Vice Chancellor Approve Purchase Request Form Supplier Apply Quotations(suppliers able BID online and fill tender/quotation document) Checking current status of the order Supply Branch Maintain Purchase request orders, Purchase Return orders, Quotation request, Summarized quotation document, Technical committee reports, Inquires about purchasing orders details
System Private Message facility for system users Generate printed copy of necessary reports Setting a deadline for complete tender document and Bid Send a notification to supplier about their BID reject or accept
