Managing a residential community involves numerous responsibilities. Among these tasks, one of the critical aspects is managing purchases efficiently. Towards this, ADDA introduced a game-changing feature: Purchase Workflow. This feature is designed to simplify and streamline the entire purchasing process, ensuring transparency, efficiency, and accountability. In this blog, we’ll explore how the Purchase Workflow feature in ADDA can revolutionize procurement community management.
Understanding the Purchase Workflow Feature
The Purchase Workflow is a comprehensive submodule in the Expense Tracker module in ADDA. This submodule automates and manages the procurement process for residential communities. This feature covers the entire lifecycle of a purchase, from the purchase request to the final payment. Here’s a detailed look at how it works and the benefits it offers:
Key Components of the Purchase Workflow
1. Purchase Request (PR)
ADDA enables the community management team to raise a request for a required purchase from the system. This requisition includes details such as the item or service required, quantity, and justification for the purchase. The PR creation page offers visibility into the budget available for the purchase.
The PR is then sent for approval to the relevant authority, which could be the property manager or the treasurer. All the approvals happen online. This step ensures that only necessary and within-budget purchases are done.
2. Tendering
Vendor Selection: Once the PR is approved, the management can select a vendor from a pre-approved list or invite new vendors to submit quotations using the Tendering feature in ADDA. This option allows interested vendors to submit their quotations.
Quotation Comparison: The system allows for easy comparison of quotations based on price, quality, and other factors, ensuring the best vendor is chosen for the job.
3. Purchase Order (PO)
After selecting the vendor, a purchase order is generated in the system, detailing the agreed-upon terms, prices, and delivery schedule. The PO is then sent for approval automatically based on the value of the purchase order. The system tracks the status of the purchase order, providing real-time updates on the order’s progress. The approved PO is then sent automatically to the vendor.
4. Goods/Service Received (GR/SR)
Upon delivery, the GR/SR is created based on the number of the items delivered. System ensures that incorrect entries like GR value greater than the PO value are prevented.
5. Vendor Invoice and Payment
The system enables the user to post payable invoice with the actual invoice number and the scanned attachments. Vendor invoice is matched with the PO and GR/SR to ensure accuracy.
Once verified, the invoice is sent for payment approval. Post-approval, the payment is processed, and the transaction is recorded in the system. Thus completing the entire purchase lifecycle in ADDA.
Benefits of the ADDA Purchase Workflow Feature
1. Enhanced Transparency
The entire procurement process is documented and traceable, ensuring that every action taken is transparent and accountable. This reduces the risk of fraud and ensures that all purchases are justified and approved.
2. Improved Efficiency
Automating the PR and PO approval processes reduces the time and effort required to manage procurement. This allows the management team to focus on other essential tasks, thereby improving overall efficiency.
3. Cost Savings
By enabling competitive quotation comparisons, the system helps in obtaining the best possible prices for goods and services, leading to significant cost savings.
4. Better Budget Management
The budget v/s variance data at the PO and PR creation screens ensure that all purchases are within the budget, preventing overspending and resulting in better financial planning.
5. Audit Readiness
With detailed records of every transaction, the books of accounts is always audit-ready. This simplifies the auditing process and ensures compliance with regulatory requirements.