Procurement, stores and assets

From a department asking for something, to the order, to the store, to the asset register.

Suppliers

A supplier record holds the TIN and the PPA registration certificate. A supplier can be marked blacklisted, which keeps them visible for history but out of new orders.

Requisitions

A department raises a requisition saying what it needs, why, and against which fund. It goes to the procurement officer for approval. Approved requisitions are what purchase orders are raised against — an order with no requisition behind it has no authority.

Purchase orders

The order records the procurement method used, which must be one the Public Procurement Act allows for that value: single source, request for quotation, price quotation, national competitive tender or international competitive tender. Recording the method at the point of order is what makes the file defensible later.

Stores

Items are received on a store receipt voucher and issued on a store issue voucher. Every movement recalculates the balance on hand, so the ledger and the shelf agree. An item at or below its reorder level is flagged on the stores page and on the procurement officer's desk.

The asset register

Each asset carries a tag number issued by the system, its category, cost, acquisition date, the department holding it and the named custodian. Depreciation is straight line at the rate set for the category, so net book value is always current without anyone running a calculation.

• Movements record a transfer between departments or locations.
• Maintenance records what was done and what it cost.
• Disposal closes the asset and sets its status, so it drops out of the register without disappearing from the history.