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Purchase Management

Efficient purchasing is critical to control costs and ensure timely supply of goods and services. Ultro ERP provides a connected Purchase module that supports the full procurement lifecycle, from internal requisitions to supplier quotations and purchase orders.

Below is a practical guide to the key stages, recommended actions, and how they fit together in Ultro.

Key stages​

Purchase Requisition (PR)​

The Purchase Requisition is the request to procure items or services. It typically includes item descriptions, quantities, required delivery dates, and the intended receiving location.

Practical steps:

  • Create a PR from Purchase → Purchase Requisition → Add New.
  • Fill main header details (warehouse, store/location, department, purpose) and add product/service lines in the Product Table.
  • Save the PR and submit for approval using Next Action → Send for Approval.

Why it matters: PRs provide traceability and a controlled approval gate before purchasing spend is committed.

Request for Quotation (RFQ)​

After PR approval, send an RFQ to one or more suppliers to collect bids. RFQs include the requested items, quantities, expected delivery timelines, and any specific terms.

Tips:

  • Attach the approved PR or reference PR numbers when creating RFQs.
  • Invite multiple suppliers where practical to get competitive pricing.

See: Request for Quotation

Supplier Quotations​

Suppliers respond to RFQs with quotations including price, lead time, and payment terms. Track and record all supplier responses in the system for audit and comparison.

Best practice: Encourage suppliers to include delivery timelines and lead-time assumptions to improve selection accuracy.

Quotation Comparison​

Use Ultro's quotation comparison to evaluate offers across price, delivery, payment terms, and supplier performance. Document the selection rationale for procurement governance and auditing.

Purchase Order (PO)​

Once a supplier is selected, create a Purchase Order. The PO is the formal agreement and should reflect agreed prices, quantities, and delivery schedules.

Options:

  • Create a PO directly from an approved PR or from an RFQ (depending on your configured workflow).
  • Use price lists for standardised pricing when available.

See: Purchase Order

Service Order & Service Receipt​

For services, use Service Orders to define deliverables and timelines. On completion, create a Service Receipt to confirm the service was delivered to contract specification.

Service receipts are important for triggering supplier payments and for maintaining accurate records of service consumption.

Price List​

Maintain Price Lists for frequently procured items or negotiated rates. Price lists help standardise purchase pricing and speed up PO creation.

Workflows & Approvals​

  • Configure approval rules based on department, amount thresholds, or item categories.
  • Use document statuses (Draft → Pending Approval → Approved → Ordered) to track progress.
  • Capture reviewer comments and change history for auditability.

Roles & Responsibilities​

  • Requester: Raises PRs with necessary details and justification.
  • Approver: Reviews PRs and approves or requests changes based on procurement policy.
  • Buyer/Procurement: Manages RFQs, supplier negotiation, and PO creation.
  • Receiving/Operations: Confirms receipts and quality checks upon delivery.

Integrations & downstream processes​

  • Inventory: Received goods update on-hand quantities and stock valuation.
  • Accounting: POs and supplier invoices feed into payables and financial records.
  • Supplier management: Maintain supplier master data to speed RFQ creation and manage terms.

Reporting & dashboards​

Monitor procurement through the Purchase Dashboard, tracking open PRs, pending approvals, outstanding POs, and spending by supplier or category.

Best practices​

  • Provide clear delivery dates and GL/Cost centre allocation on each PR line.
  • Use RFQs for competitive sourcing on non-catalog purchases.
  • Keep price lists updated for frequently procured items.
  • Record supplier evaluation notes during quotation comparison.

Where to go next​