Stores & Purchase and Asset Management (Institute & R&D)

Procurement, Asset, and Inventory integrated with FBA

Home
End-to-end procurement and asset lifecycle tied to FBA: vendor registration to payment to asset disposal.

Procurement Flow

  • Vendor registration by category, vendor master, item master and PO generation (indigenous/import).
  • Online indent submission with HOD recommendation and approval paths per hierarchy.
  • System-based Purchase Mode Type: Tender workflows (limited/open/single), e-procurement (GEM), Proprietary Purchase, Local/Departmental Purchase Committee.
  • Technical & financial bid evaluation with comparative statements and committee recommendations.

Purchase & Import Controls

  • Sanction sheet, PO editing, CDEC generation, LC support documents, custom clearing details, FEPA and payment import tracking.
  • Rate contract management and service contracts/AMC tracking.
  • Alerts for delivery, BG expiry, EMD expiry, LC amendments and payment schedules.
  • Blocking of 35% amount in case of import to secure against currency or customs variations.

Stores & Asset Features

  • Receipt of material as per PO, acceptance by indenter, stock register and barcode marking.
  • Stock & issue registers, installation reports, AMC scheduling and inspection workflows.
  • Asset register with possession holder, location, value-addition tracking, depreciation and disposal workflows.
  • Physical verification using barcode readers and reconciliations.

Payment & Integration

  • Payment to suppliers, adjustment flow and payment voucher generation integrated with FBA.
  • Withhold amount release and tracking with audit visibility.
  • Forward and backward document traceability for complete audit compliance.

Key Reports

  • Indent, tender, registered vendor, and PO registers.
  • FEPA document, stock & AMC registers.
  • Asset register (grant/project-wise) and import/export control reports.

Evolution of Tasks for Future Expansion

  • Performa purchase order (PO)
  • Need to separate delivery time, tax percentage based on PO item.
  • Integrated Payment Advice for proper Asset Report
  • Integrated Payment Advice for proper Asset Report
  • LPC/Tender Provision
  • Custom Duty charges payment from PO 35% blocking and adding in asset
  • Asset barcode generation and verification module