Procura

Procurement scenarios

Clicking a step opens the application in the role that performs it.

Single source — náborové služby

7 steps

A purchase from one pre-selected supplier, without a competitive tender, and with a justification. The approver, controlling and the buyer always approve. The buyer confirms that supplier and issues a PDF purchase order. The request holds the quote, the purchase order and the invoice to approve.

Framework call-off

9 steps

After the award, a framework agreement with Office Pro is in place. The items are in the catalog. The requester draws them at the contract prices. The record includes the purchase order, the goods receipt and the invoice.

Contractor order and timesheets

7 steps

The catalog lists named people: some through a staffing agency (TalentBridge), others as sole traders. The requester orders person-days, the approver approves them and the contractor records hours. The requester approves the timesheet first, then the approver. The requester records payment.

From request to catalog (RFI → RFP → auction)

7 steps

Three suppliers took part in an RFI, an RFP and a reverse e-auction. A framework agreement is in place for ProConf Systems and the items are in the catalog.

Role legend

  • Requester

    Raises requests, confirms delivery and checks invoices.

  • Approver

    Approves requests within their limit. Does not approve their own request.

  • Buyer

    Runs supplier selection, contracts, orders and invoice matching.

  • Supplier

    Submits bids and fulfills orders.

  • Contractor

    Logs hours on approved projects.

  • Controlling

    Approves purchases over the limit and single source. Watches budgets, variances and the audit trail.

Glossary

  • Požadavek

    An internal request to buy. Approval of the request draws on the budget. The commitment to the supplier arises only with the purchase order.

  • Podnět

    A proposal for the buyer: a new supplier, a catalog item or an enquiry. Unlike a request, it does not lead directly to a purchase.

  • Výběrové řízení

    RFI, RFP, RFQ or e-auction before a contract or order.

  • Single source

    A purchase from one pre-selected supplier, without a competitive tender, with a justification. It is always approved, including by controlling.

  • Oddělení pravomocí

    The requester does not approve their own purchase. Exceptions to purchasing policy are approved by controlling.

  • Objednávka

    A commitment to the supplier. The ERP order number is added to it.

  • Plnění

    The requester confirms that the goods or service arrived.

  • Párování faktury

    An invoice is released for payment only after a three-way match of the purchase order, the goods receipt and the invoice.

  • Udělení zakázky

    Selecting the winner of supplier selection.

  • RFI

    Market enquiry, no price.

  • RFQ

    Price enquiry.

  • RFP

    Enquiry for solution and price.

  • Člověkoden

    8 hours of contractor work.

  • NDA

    Non-disclosure agreement before the supplier enters the portal.