Introduction
A Purchase Indent is a formal request or requisition made by an individual or department within an organization to procure specific goods or services. It serves as an internal document that initiates the procurement process and communicates the need for certain items to the purchasing department or relevant authorities.
Stage Workflow
| Field Name | Description |
| All | All the Purchase Indent data will be displayed |
| Draft | The Purchase Indent is still in the process of being finalized or reviewed. |
| Store | The submission of the Purchase Indent to the central store or inventory department within the company. |
| Indent Approval | It involves reviewing and approving the Purchase Indent by authorized personnel, such as department heads or management. |
| Purchase Department | The approved Purchase Indent is forwarded to the company’s procurement or purchasing department. |
| Active | The Active stage signifies that the Purchase Indent is in progress and being actively processed by the purchasing department. |
| RFQ Sent | RFQ (Request for Quotation) Sent stage indicates that the purchasing department has sent out RFQs to potential suppliers or vendors. |
| PO Created | PO (Purchase Order) Created stage indicates that the purchasing department has generated a purchase order based on the approved Purchase Indent and the received quotations. |
| Completed | Represents the fulfillment of the Purchase Indent process. |
| Void | This stage marks the discontinuation of the Purchase Indent process without further action. |
Portlets & Widgets
In the layout view, a Portlet accurately represents each functionality, and its corresponding data is precisely viewed as a Widget. The following section includes the default portlets and widgets of the Purchase Indent App.
Purchase Indent Details
This widget contains specific information associated with a Purchase Indent of the Vendor like Company name, Branch name, Department name and Indent number
| Field name | Description |
| Company Name | Name of the company on whose behalf the Purchase Indent is created. Company Name refers to the legal name or registered name of the organization requesting the procurement |
| Branch Name | Name of the branch is displayed. It refers to the specific branch name of the company from which the Purchase Indent is originating. |
| Department Name | Displays the department name. It refers to the department within the organization that is making the Purchase Indent. |
| Indent No. | Indent Number is a unique identifier assigned to a specific Purchase Indent. It serves as a reference number for tracking and managing the Indent |
| Stage | Current stage of the Purchase Indent is displayed |
Purchase Indent Items
This widget contains the Indent Items details that the department or individual requires for procurement process within the organization.
| Field name | Description |
| Item Name | Name of the Purchase Indent item is displayed. It refers to the specific name or description of the item being requested in the Purchase Indent. |
| Requested Quantity | The quantity of the item that is being requested for procurement is displayed. It is the quantity specified by the department or individual in the Purchase Indent based on their needs or requirements. |
| Available Quantity | The current stock or quantity of the item that is already present in the inventory or available for use within the organization is displayed |
| Required Quantity | The quantity of the item that is actually required to fulfill the needs or demands of the department or project. |
RFQ (Request For Quotation)
RFQ (Request For Quotation) is a formal request made to potential vendors or suppliers to provide a quotation or proposal for the supply of specific goods or services.
This widget contains the RFQ details of the Purchase Indent
| Field name | Description |
| Item Name | Item Name refers to the specific name or description of the item for which the RFQ is being requested. It helps vendors understand the exact item or product they are being asked to provide a quotation for. |
| Quantity | The desired or required quantity of the item mentioned in the Purchase Indent. It specifies the amount or number of units needed for procurement. |
| Vendor Name | Name of the Vendor is displayed. It refers to the name of the potential vendor or supplier to whom the RFQ is being sent. |
Orders
This section contains the details about the order like Order Number, Vendor Name, Order date and Amount
| Field name | Description |
| Order No. | It refers to a unique identification number that is assigned to the order, which helps to track and manage the order throughout the procurement process |
| Order Date | This refers to the date on which the purchase indent was created. It helps in tracking and managing the order |
| Vendor Name | Displays the name of the Vendor. The Vendor is the seller of the goods or services |
| Amount | Displays total value of the Purchase Indent which includes the estimated cost of the goods or services, taxes, fees and other charges. |
Estimates
Estimate orders consists the items with a defined quoted price and negotiation is acceptable to close a deal. This section contains the details about the estimate, Vendor name, and Amount
| Field name | Description |
| Estimate No. | Estimate number is displayed. It refers to a unique identifier assigned to an estimate or a quotation that a seller provides to a potential customer |
| Estimate Date | Displays the date when the Estimate is placed |
| Vendor Name | Name of the Vendor is displayed. The Vendor is the seller of the goods or services |
| Amount | Displays total value of the Purchase Indent which includes the estimated cost of the goods or services, taxes, fees and other charges. |
Actions
| Template name | Description |
| Create RFQ | This template allows users to create a RFQ (Request For Quotation) |
| Create Estimate | This template allows users to create an Estimate Order |
| Create PO | This template allows user to create a PO (Purchase Order) |
| Users can download and print the Purchase Indent in required format |
Activity Log provide users with essential information, notifications, and real-time updates to keep them engaged and informed about key activities in apps related to updates, notifications, and stage changes.
| Field name | Description |
| Comments | User can write short notes or comments about the Purchase Indent |
| Audit | |
| Created Date | Date when the Purchase Indent is created |
| Created By | Name of the person who created the Purchase Indent |
| Last updated date | Last stage changed of the Purchase Indent |
| Last Updated By | Name of the person who last updated the stage |
| Status | Displays the current status of the Purchase Indent |
| Time-Line | This widget tracks all the activities within the app. |
Reports
A report is a document that presents information in an organized format for a specific audience and purpose. Although summaries of reports may be delivered orally, complete reports are almost always in the form of written documents.
- Purchase Indent Reports