Direct Purchase
ePerolehan has developed two modules for Direct Purchase; one has been designed for purchasing products and the other for purchasing services. There is a slight difference in the process flow of the said modules as described below:
Direct Purchase for Products
Requisition Processing
The requisition process starts when the Government User selects a product to procure, and it ends when a purchase order (PO) is sent to the Supplier.
- Product Selection
ePerolehan allows the Government User to select a product from the electronic catalogue that is stored in a central repository.
- Requisition Creation
As the Government User selects the product, ePerolehan registers the selection of that product in an electronic requisition cart.
- Requisition Approval
The requisition is then created and submitted for approval.
Purchase Inquiry Generation
Upon approval of the requisition, a purchase inquiry is generated by ePerolehan and sent to the Supplier.
- Purchase Inquiry Acknowledgement
ePerolehan allows the Supplier to send an acknowledgement in response to the Purchase Inquiry. The Supplier also has the right to decline the supply of the goods or services since the supplier does not have a binding contract with the Ministry of Finance, as in the case of Central Contract procurement.
- Purchase Inquiry Approval
ePerolehan supports online approval of purchase requisitions where the request for the supply of goods had been acknowledged by the Supplier.
- Purchase Order Generation
On completion of the final level of approval of the requisition, a Purchase Order (PO) is generated by ePerolehan.
Order Fulfilment
The order fulfilment process involves the fulfilment of order by the Supplier, confirmation of receipt of goods by the Government User and the Payment to the Supplier.
- Fulfilment of Order
Upon receipt of the PO, a delivery order is generated and sent with the actual delivery of goods.
- Acknowledgement of Goods Received
Upon checking and verifying the physical goods delivered, the Government User is required to acknowledge the receipt of goods through ePerolehan and then generate a Goods Received Note (GRN).
- Invoice Creation
The GRN will be created by the Goods Receiving Officer (GRO). Upon electronic notification to the Supplier of the creation of the GRN, ePerolehan helps the Supplier to generate the invoice.
- Payment Advice Creation
When the Supplier creates the invoice, ePerolehan receives this invoice and a payment match is done by the system, and at the same time, the system generates a Payment Advice. The Government finally makes the payment to the supplier.
Direct Purchase for Services
Requisition Processing
- Service Selection
ePerolehan allows the Government User to select a service to be procured from the electronic catalogue that is stored in a central repository.
- Requisition Creation
As the Government User selects the service, ePerolehan registers the selection of that service in an electronic requisition cart.
- Requisition Approval
The requisition is then created and submitted for approval.
- Service Order Generation
On completion of the final level of approval of the requisition, a Service Order (SO) is generated by ePerolehan.
Order Fulfilment
The order fulfilment process involves the fulfilment of the service by the Supplier, confirmation of fulfilment of services by the Government User and Payment to the Supplier.
- Order Fulfilment and Service Rendered Note Creation
The Service Rendered Note (SRN) is created by the Supplier after fulfilment of all the services. This SRN is acknowledged, approved and updated by the Government User.
- Invoice Creation
On approval of SRN by the Government User, the Supplier creates an invoice.
- Payment Advice Creation
When the Supplier creates invoice the ePerolehan receives the invoice and the payment match is done by the system and the same time the system generates a Payment Advice. The Government finally makes the payment accordingly to the supplier.
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