DOOffice Purchase Management – Smarter Procurement, Greater Control
The Purchase Management module in DOOffice helps organizations streamline their entire procurement cycle with efficiency, transparency, and accuracy. From raising digital purchase requests to generating RFQs, managing vendors, and creating purchase orders, everything is centralized in one platform. Multi-level approvals ensure compliance and budget control, while vendor performance tracking and quotation comparisons help businesses secure the best deals. The system automates GRN generation, invoice matching, and real-time inventory updates to eliminate errors and delays. With full audit trails and real-time notifications, procurement teams gain complete visibility into every step of the process. By digitizing procurement workflows, DOOffice ensures cost savings, improved supplier relationships, and better decision-making.
- Purchase Requests & ApprovalsEnable departments to raise digital purchase requests with complete item details and budget references. Route requests through configurable multi-level approval workflows to ensure transparency and control. Get real-time notifications for pending actions and avoid delays in procurement. Track the full request lifecycle from initiation to final approval with complete audit logs.
- Vendor Management Maintain a centralized vendor database with detailed profiles, contact information, payment terms, and product categories. Easily add, categorize, and rate vendors based on performance, pricing, and reliability. Track transaction history, pending orders, and delivery timelines for each supplier. Improve procurement decisions with real-time vendor analytics and comparison tools.
- GRN (Goods Receipt Note)Generate GRNs to accurately record the receipt of goods against each Purchase Order. Verify item quantity, quality, and condition at the time of delivery with optional inspection checks. Automatically update inventory levels and flag any mismatches for resolution. Link GRNs to invoices and POs for complete traceability and compliance.
- Request for Quotation (RFQ) & Comparison Easily generate and send RFQs to multiple vendors directly from the system. Collect and compare quotations based on price, delivery time, and terms in a clear side-by-side view. Streamline vendor selection with automated scoring and recommendation tools. Ensure transparency and cost-efficiency in every procurement decision.
- Purchase Orders (PO) Management Create, approve, and track purchase orders with ease through a centralized PO management system. Link POs directly to approved requisitions and selected vendor quotations for seamless procurement. Monitor PO status in real time—pending, approved, delivered, or invoiced. Avoid errors with built-in validations and maintain complete audit trails for every order.
- Invoice Matching & GRN Linking Ensure accurate vendor payments by seamlessly matching invoices with corresponding Purchase Orders and GRNs. Automatically detect discrepancies in quantity, pricing, or tax details before processing payments. Streamline approvals with clear, linked documentation for every transaction. Maintain full financial accuracy and audit readiness with complete invoice trails.
Selling Features of DOOffice Purchase Management
End-to-End Procurement Automation
- Digital purchase requests with configurable approval workflows.
- Seamless creation of RFQs, vendor comparisons, and purchase orders.
- GRN generation, invoice matching, and automated inventory updates.
Vendor & Supplier Intelligence
- Centralized vendor database with rating and performance tracking.
- Side-by-side quotation comparisons for cost-effective decisions.
- Analytics-driven insights for stronger supplier negotiations.
Financial Accuracy & Compliance
- Automatic invoice-to-PO and GRN matching to prevent payment errors.
- Complete audit trails for every procurement transaction.
- Real-time tracking and notifications to ensure accountability.