Procurement & Stores
Procurement and the Store turn approved needs into goods on the shelf: they issue from stock, buy what is missing, keep the vendor list, prepare contractor payments and put new equipment on the asset register.
Who this is for
The Procurement & Stores Officer role (PROCUREMENT_OFFICER), which an administrator gives to officers in:
- Procurement (
PROC, reporting to the CMD): tenders and purchase orders under the Public Procurement Act 2007. - Store (
DAO-STR, in the Director of Admin Office): receipt, custody and issue of consumables, stationery and general stores.
The Chief Store Officer and the head of Procurement are heads of their units, so they also do what is in Head of Department / Unit.
What you’ll see in your menu
| Menu section | What you will see (select to open it in the app) |
|---|---|
| Workspace | Dashboard AI Assistant Notifications Mail Documents Memos Events Meetings |
| Work | Requests Approvals Fixed Assets |
| Finance | Payments Accounts Queue Invoices Expenses Customers |
| Administration | Request types |
In the app, Payments reads Payment Vouchers, Request types reads Request Templates and Approvals reads My Desk. Request Templates and Invoices are read-only for you. Customers is where vendors and contractors are kept.
Your working day
Store: requisitions
Staff ask for stationery and consumables with Store Requisition (Consumables & Stationery) (DAO-STR-001). It goes to their own head, then to the head of the Store, who closes it.
- The Chief Store Officer clears My Desk. Each requisition shows the items and quantities asked for. Approve what you can issue, with a comment on anything short. See Approve, return or reject.
- Issue the items and keep the printed requisition (Print / Save as PDF on the request) with the store records.
Procurement: purchase requests
A Procurement / Purchase Request (DAO-STR-002) follows the administrative track: the originator’s head, the Director of Administration, then the CMD.
- Pick up approved purchase requests. Your role sees only requests you raised or act on, so approved purchase requests reach you as a copy. Look under Dispatched to me in Requests. The request’s line items are your list to buy.
- Keep the vendor list. Add or update suppliers and contractors in Customers.
- Keep the paperwork. Upload quotations, LPOs and delivery notes to Documents. See Upload and share a document.
Paying vendors and contractors
- Payment to a contractor is asked for with Vendor / Contractor Payment (
FIN-REQ-015). It goes through the full finance chain (CMD, DFA, 022, Checking, Audit, CMD). See Finance & Accounts. - You can raise a payment voucher yourself from Payment Vouchers, and you see the Accounts Queue. In practice Finance raises vouchers for approved requests; agree with the DFA who does it. See Raise and pay a payment voucher.
- Small purchases paid outright are recorded in Expenses. See Record an expense.
New equipment
When furniture, equipment or vehicles arrive, put them on the register in Fixed Assets with the supplier, cost, date and location. See Record a fixed asset. The Fixed Asset Manager looks after them from then on.
How do I…
Things only you can do
- Add and edit vendors in Customers (with Finance).
- Add new assets to the register and edit them (with the Asset Manager and ICT).
- Close store requisitions (the head of the Store).
Common pitfalls
- Buying before the CMD approves. A purchase request is only approved when its status is Approved; In progress means a level is still open. The banner on the request says whose desk it is on.
- Assets without a location or category are hard to find at verification time. Fill both in when you record them.
- No purchase requests under Dispatched to me. Copies go to the offices named on the request template. Ask an administrator to add Procurement to the dispatch list of
DAO-STR-002. See Build a request type. - The same vendor twice. Search Customers before adding one.
- You cannot delete an asset. Only the Fixed Asset Manager can. Ask them if something was recorded by mistake.