The procurement management module enables the synchronization and optimization of purchasing processes for materials, products and services taking place within the organization. The system guides users through the entire workflow – from submitting a requisition, verifying and approving it, to issuing the product from the warehouse or initiating a new purchase process and finally to placing an order with the supplier based on a previously established contract. For public sector entities, gathered and consolidated purchase requests can trigger applications to initiate public procurement proceedings.
The access to comprehensive analytics of historical requests allows for informed approval of new requests in the system. Moreover, their consolidation into a single supplier order or a procurement application streamlines purchasing processes. Thanks to the integration of the Bosflow system with warehouse and supplier systems, purchasing can be carried out almost fully automatically. Procurement processes can be implemented in full or in selected areas, depending on the organization’s purchasing policy and the specific needs and nature of its operations.
Korzyści:
Increased efficiency of procurement policy
Optimization of purchasing
Lower operational costs for the organization
Informed purchasing decisions based on up-to-date and reliable data
Internal Requisition Workflow
This refers to the handling of assortment requests based on a dictionary of items modelled within the system or imported from an external warehouse management system. After approval, the request is fulfilled by releasing the ordered item from the warehouse, or if there is no warehouse or the item is unavailable, the request initiates the purchasing process.
Purchase Request Workflow
The procurement management module enables dedicated workflows for both product and service requests. The system allows purchase requests to be supplemented with offers from potential suppliers or contractors, making it easier to choose the best option. Individual requests can be sent directly for fulfilment, collected as drafts to optimize purchasing or transferred to the purchase plan for the next year.
Supplier Order Workflow
Supplier orders can be generated based on previously concluded contracts or independently of them. Process optimization is achieved through the consolidation of orders and the definition of minimum thresholds in order to rationalize delivery costs. The final approved order is generated as a PDF file, which, after being signed with a qualified electronic signature, can be sent directly from the system to the supplier.
Applications to Initiate Public Procurement
The system models dedicated workflows for each procurement procedure in accordance with the public procurement law (PZP) or internal organizational regulations. During the application processing, information such as estimated order value, funding sources and evaluation criteria for offers are completed. At the end of the process, a document is produced containing the information and approvals needed to prepare a new procurement pro
Order Cost Settlement
When entering the substantive description of an invoice, the order related to each item can be indicated. This allows the system to monitor the progress of order completion and display a list of related invoices. Exceeding the defined order utilization value triggers system notifications. Orders can also be linked to the contracts they pertain to, enabling the monitoring of contract usage through generated orders.
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Zobacz inne moduły
moduł bosflow
Registry Office and Administration
The registry office and administration are the areas typically first to be covered by process automation and electronic document workflow. Most documents from outside the organization, regardless of channel, are received by the registry office or reception and this is also the point from which documents are sent to external entities. The registry office and administrative departments are also responsible for the internal distribution of documents, archiving and planning as well as organizing work within the unit. Automation of processes in these areas ensures the smooth functioning of the entire organization and positively shapes its perception by external stakeholders.
The device and infrastructure management module has been developed with technical and maintenance departments in mind. It enables the comprehensive management of all infrastructure owned by the organization: buildings, devices, machines, apparatus and IT equipment. Asset record cards can correspond to the fixed asset register downloaded and synchronized cyclically from the ERP system or serve as independent files for assets that do not have a corresponding record in the fixed assets register. Within this module, processes can be managed for changing usage locations, reassigning assets, equipment removal permits, asset disposal and creating BDO (Waste Database) cards.
The project management module enables the convenient planning and ongoing handling of various types of projects: investment, research, educational, commercial or training. The system allows for planning and settlement of projects funded internally or externally, including both short-term and multi-year ones. All data and documents are clearly collected in a project file, which can contain: contracts, correspondence, public procurement requests, emails, notes, schedules and other documents related to the project. The module also supports the detailed planning of individual tasks and generates notifications about significant project events.
