Flutebyte · Interior ERP Purchase & Delivery Flow

End-to-End PO Workflow

Intent → RFQ → PO Approval → Delivery & GRN → Invoice Review (manual checks) → Analytics & Audit. Vendor acknowledgement, Disputes, and Payment sections removed as requested.

Role Lane Workflow Step Phase / Gate Exception
PHASE A — Intent & Sourcing Capture needs → Invite quotes
1
Create Material Intent Auto-save · Draft
Supervisor
  • Enter items, qty, site, department (Tiles/Civil/Carpentry/Electrical) for analytics.
  • Attach site photos & notes; barcode/QR optional for site reference.
  • Validation: mandatory fields, unit consistency, duplicate detection.
Module: Intent Dept Tagging RLS: Site-Scoped
Outcome: Intent → Procurement inbox with unique Intent ID and status = Pending RFQ.
Routes to Procurement for RFQ issuance.
2
Issue RFQs to Vendors SLA: 4h
Procurement
  • Select 3–4 approved vendors; template RFQ via WhatsApp (fallback email/PDF).
  • Collect quotes from replies or vendor portal; normalize taxes & delivery terms.
  • System ranks L1/L2/L3 and shows historic vendor rates & lead times.
WhatsApp API L1/L2/L3 Vendor History
Guardrails: currency & tax normalization; outlier flag if ±20% historic median.
Feeds into PO preparation with selected L1.
PHASE B — PO & Approvals Draft → Approve → Dispatch
3
Prepare Purchase Order (PO)
Procurement
  • Pull items from Intent + L1 rate; add delivery/payment terms & remarks.
  • PO versioning; delta view of changes; budget overrun warnings.
  • Attach RFQ comparison sheet for audit; assign approver(s).
PO Draft Versioning Budget Guard
State: Draft → Submitted. Notifies Admin with link & summary.
Moves to Admin/Owner for approval.
4
Approve / Reject PO SLA: 24h
Admin / Owner
  • Gate: Draft → Submitted → Approved/Rejected → Sent.
  • Actions: approve, request changes (comment), reject with reason, escalate.
  • 2-step approval optional by value threshold (policy rule).
Phase Gate Policy Rules Audit Log
If rejected → returns to Procurement with inline comments and diff.
If approved, PO is sent to vendor via WhatsApp (PDF/link) and delivery proceeds.
PHASE C — Delivery & Three-Way Check Receive → Verify → Record
5
Delivery Receipt & GRN/ePOD
Supervisor
  • Mark status: Partial or Complete; capture received qty & damages.
  • Upload ePOD photos, delivery challan; auto-timestamp & geo-tag.
  • System creates GRN and updates pending balance if partial.
GRN ePOD Pending Balance
Exceptions: short supply, damage, wrong spec may be noted for internal follow-up.
Triggers Accounts for invoice capture & checks.
6
Invoice Capture & Three-Way Checks (PO–GRN–Invoice)
Accounts
  • Upload vendor invoice (OCR optional) to extract totals, GST, and line items.
  • Manual checks: verify quantities, taxes, terms and prices against PO & GRN.
  • Any mismatches are flagged for review with clear reasons (rate variance, extra item, tax type, rounding).
3-Way Check OCR (optional) Variance Flags
Outcome: Reviewed and ready for downstream processing (outside this scope).
Moves to Analytics & Audit for reporting and compliance.
PHASE D — Analytics, Audit & Security Insights → Compliance
7
Reports & KPIs
System / Analytics
  • KPIs: L1 savings %, PO approval time, on-time delivery %, variance rate, DPO.
  • Breakdowns: department/site/vendor, time series, ABC of items.
  • Exports: XLSX/PDF; scheduled email digests.
KPI Exports Trends
Insights loop back into vendor selection & budget planning.
Continuous improvement for sourcing and delivery.
8
Audit, Permissions & Retention
Audit / Security
  • Role-based access: Supervisor (site-scoped), Procurement/Admin (org), Accounts (finance).
  • Every action logged (who/when/what); immutable approval trails.
  • Document retention & redaction rules; downloadable data room.
RLS Audit Trail Compliance
Security events (failed approvals, rate spikes) surfaced as alerts.
Keeps the entire PO lifecycle provable and compliant.

Order: Intent → RFQ → PO Draft → Approval → Delivery & GRN/ePOD → Invoice (manual three-way checks) → Analytics → Audit.