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Table of Contents 
Purchase .................................................................................................................................... 6 
1  Inventory ............................................................................................................................. 6 
1.1  Indents ......................................................................................................................... 7 
1.2  Pending Indents ...................................................................................................... 10 
1.3  Short Close GRN ..................................................................................................... 11 
1.4  Purchase Orders ...................................................................................................... 11 
1.5  ROPO Mapping ......................................................................................................... 13 
1.6  Unpaid GRN .............................................................................................................. 14 
1.7  Transfer Orders ....................................................................................................... 14 
1.8  Material/Asset Sales .............................................................................................. 16 
2  Payments ........................................................................................................................... 19 
2.1  Supplier Certificates .............................................................................................. 19 
2.2  Supplier Advances .................................................................................................. 21 
2.3  Supplier Debit Note ............................................................................................... 23 
2.4  Supplier Debit Note Waive Off .......................................................................... 25 
2.5  Supplier Debit Note Receipt ............................................................................... 25 
2.6  Service Provider Certificates .............................................................................. 27 
2.7  Service Provider Advances ................................................................................. 29 
2.8  Service Provider Debit Note ............................................................................... 31 
2.9  Service Provider Debit Note Receipt ............................................................... 33 
2.10  Material Sales Receipt ...................................................................................... 34 
3  Approvals ........................................................................................................................... 35 
3.1  Purchase Orders ...................................................................................................... 35 
3.2  ROPO Mapping ......................................................................................................... 36 
3.3  Quotation ................................................................................................................... 36 
3.4  Transfer Orders ....................................................................................................... 37 
3.5  Rate Comparison .................................................................................................... 38 
3.6  Material Sales .......................................................................................................... 38 
3.7  Material Sales Receipt .......................................................................................... 39 
3.8  Supplier Certificates .............................................................................................. 40 
3.9  Supplier Advances .................................................................................................. 41 
3.10  Supplier Debit Note ........................................................................................... 41 
3.11  Supplier Debit Note Waive Off ...................................................................... 42 

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8.3.12  Supplier Debit Note Receipt ........................................................................... 43 
8.3.13  Supplier Master ................................................................................................... 43 
8.3.14  Service Provider Certificates .......................................................................... 44 
8.3.15  Service Provider Advances ............................................................................. 45 
8.3.16  Service Provider Debit Note ........................................................................... 45 
8.3.17  Service Provider Debit Note Receipt ........................................................... 46 
8.3.18  Service Provider .................................................................................................. 47 
8.3.19  Purchase Order .................................................................................................... 47 
8.4  Quotation ........................................................................................................................... 48 
8.4.1  RFQ .............................................................................................................................. 48 
8.4.2  Quotation ................................................................................................................... 49 
8.4.3  Rate Comparison .................................................................................................... 52 
8.5  Masters ............................................................................................................................... 53 
8.5.1  Master Tables ........................................................................................................... 53 
8.5.1.1  Condition Category ........................................................................................ 53 
Creating Condition Category Master ....................................................................... 54 
Edit Condition Category Master ................................................................................ 54 
Changing the Status ...................................................................................................... 54 
Deleting the record ........................................................................................................ 54 
8.5.1.2  Condition Master ............................................................................................. 54 
Creating Condition Master .......................................................................................... 55 
Edit Condition Category Master ................................................................................ 55 
Changing the Status ...................................................................................................... 55 
Deleting the record ........................................................................................................ 55 
8.5.1.3  Debit Note Reason Types ............................................................................ 55 
Creating DEBIT NOTE REASON TYPES Master .................................................... 55 
Edit DEBIT NOTE REASON TYPES Master ............................................................. 56 
Changing the Status ...................................................................................................... 56 
Deleting the record ........................................................................................................ 56 
8.5.1.4  HSN Code Master............................................................................................ 56 
Creating HSN Code Master ......................................................................................... 57 
Edit HSN CODE MASTER Master ............................................................................... 57 
Changing the Status ...................................................................................................... 57 
Deleting the record ........................................................................................................ 57 

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8.5.1.5  Material Brand Name .................................................................................... 57 
Creating Material Brand Name Master ................................................................... 57 
Edit Material Brand Name Master ............................................................................ 58 
Changing the Status ...................................................................................................... 58 
Deleting the record ........................................................................................................ 58 
8.5.1.6  Material Sub Types ........................................................................................ 58 
Creating Material Sub Types Master ....................................................................... 58 
Edit Material Sub Types Master ................................................................................ 59 
Changing the Status ...................................................................................................... 59 
Deleting the record ........................................................................................................ 59 
8.5.1.7  Material Types ................................................................................................. 59 
Creating Material Types Master ................................................................................ 60 
Edit Material Types Master ......................................................................................... 60 
Changing the Status ...................................................................................................... 60 
Deleting the record ........................................................................................................ 60 
8.5.1.8  Purchase Form Type Applicable ................................................................ 60 
Creating Purchase Form Type Applicable Master ............................................... 61 
Edit Purchase Form Type Applicable Master ........................................................ 61 
Changing the Status ...................................................................................................... 61 
Deleting the record ........................................................................................................ 61 
8.5.1.9  Purchase GRN – Defective Qty Reason Lookup .................................. 61 
Creating Purchase GRN - Defective Qty Reason Lookup Master ................. 62 
Edit PURCHASE GRN - DEFECTIVE QTY REASON LOOKUP Master .............. 62 
Changing the Status ...................................................................................................... 62 
Deleting the record ........................................................................................................ 62 
8.5.1.10  Purchase Material Attribute Category.................................................... 62 
Creating Purchase Material Attribute Category Master ................................... 63 
Edit Purchase Material Attribute Category Master ............................................. 63 
Changing the Status ...................................................................................................... 63 
Deleting the record ........................................................................................................ 63 
8.5.1.11  Purchase Material Attribute Master ........................................................ 63 
Creating Purchase Material Attribute Master ....................................................... 64 
Edit Purchase Material Attribute Master ................................................................ 64 
Changing the Status ...................................................................................................... 64 

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Deleting the record ........................................................................................................ 64 
8.5.1.12  Unit of Measurement Description ............................................................ 64 
Creating Unit Of Measurement Description Master ........................................... 65 
Edit Unit Of Measurement Description Master .................................................... 65 
Changing the Status ...................................................................................................... 65 
Deleting the record ........................................................................................................ 65 
8.5.1.13  Unit of Measurement Type ......................................................................... 65 
Creating Unit Of Measurement Description Master ........................................... 66 
Edit Unit Of Measurement Type Master ................................................................. 66 
Changing the Status ...................................................................................................... 66 
Deleting the record ........................................................................................................ 66 
8.5.2  Supplier ...................................................................................................................... 67 
8.5.3  Materials .................................................................................................................... 69 
8.5.4  Service Provider ...................................................................................................... 72 
8.5.5  Material Buyer ......................................................................................................... 74 
8.5.6  Material Role Mapping .......................................................................................... 76 
8.5.7  Major Materials/Assets ......................................................................................... 77 
8.5.8  Parameter Set Up ................................................................................................... 77 
8.5.9  Parameters Mapping ............................................................................................. 78 
8.5.10  Material/Asset Min Qty ..................................................................................... 78 
8.5.11  Custom Label Changes ..................................................................................... 79 
8.6  Search ................................................................................................................................. 79 
8.7  Supplier Portal ................................................................................................................. 81 
8.7.1  Supplier Portal ......................................................................................................... 81 
8.7.1.1  About Supplier Portal .................................................................................... 81 
8.7.1.2  Login Configuration........................................................................................ 82 
8.7.1.3  Template ............................................................................................................ 84 
8.7.1.4  Home News ....................................................................................................... 84 
8.7.1.5  Home Page Images ........................................................................................ 85 
8.7.1.6  Partners .............................................................................................................. 85 
8.7.1.7  Help Desk .......................................................................................................... 87 
8.7.1.8  Feedback ............................................................................................................ 87 
8.7.1.9  Contacts Category .......................................................................................... 88 
8.7.1.10  Contacts ............................................................................................................ 88 

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7.2  Menu Configuration ............................................................................................... 89 
7.3  Send User Login ...................................................................................................... 89 
7.4  FAQ’s ........................................................................................................................... 90 
7.4.1  FAQ ...................................................................................................................... 90 
7.4.2  FAQ Category ................................................................................................... 90 
8  Reports ............................................................................................................................... 91 
8.1  Cash Flow .................................................................................................................. 91 
8.1.1  Purchase Cash Flow Details ........................................................................ 91 
8.2  Inventory ................................................................................................................... 91 
8.2.1  Delivery Delay Report ................................................................................... 91 
8.2.1.1  PO................................................................................................................... 91 
8.2.1.2  Intent ............................................................................................................ 91 
8.2.2  Excess Material Details Report .................................................................. 92 
8.2.3  GRN Material Rejected Report ................................................................... 92 
8.2.4  GRN Register Report ..................................................................................... 92 
8.2.5  GRN Rejection Note ....................................................................................... 92 
8.2.6  Indent Report ................................................................................................... 93 
8.2.7  Indent to Issue Report ................................................................................. 93 
8.2.8  Inventory Status Report .............................................................................. 93 
8.2.9  Item Wise Stock Report ............................................................................... 94 
8.2.10  Last Rate Report ............................................................................................ 94 
8.2.11  List of Approved Purchase Orders........................................................... 94 
8.2.12  List of GRN for an Item ............................................................................... 94 
8.2.13  Material Variation Statement .................................................................... 95 
8.2.14  Material Wise Indent Report ..................................................................... 95 
8.2.15  Material Wise Purchase Report ................................................................ 95 
8.2.16  Pending GRN for Certification Report .................................................... 95 
8.2.17  Pending PO Report ........................................................................................ 95 
8.2.18  PO Register Report ....................................................................................... 96 
8.2.19  Supplier Wise Material Status Report .................................................... 96 
8.3  Material Sales .......................................................................................................... 96 
8.3.1  Material Sales Receipt Outstanding ......................................................... 97 
8.4  Purchase Order ........................................................................................................ 97 
8.5  Supplier ...................................................................................................................... 97 

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8.5.1  Inactive Supplier List .................................................................................... 97 
8.5.2  Supplier Evaluation Report ......................................................................... 98 
8.6  Supplier Payment ................................................................................................... 98 
8.6.1  List Advance Certificates Report ............................................................... 98 
8.6.2  Purchase Debit Note Report ....................................................................... 98 
8.6.3  Purchase Supplier Advances Certificates .............................................. 98 
8.6.4  Purchase Supplier Certificates ................................................................... 98 
8.6.5  Purchase Supplier Outstanding Report .................................................. 99 
8.6.6  Purchase Supplier Transporter Certificates .......................................... 99 
8.6.7  Purchase TDS Surcharge Report .............................................................. 99 
8.6.8  Supplier Outstanding Advance Report ................................................... 99 
8.6.9  Supplier Outstanding Report With Ageing .......................................... 100 
8.6.10  Vendor Outstanding Report ..................................................................... 100 
8.7  Transfer Order ....................................................................................................... 100 
8.7.1  Material Wise Transfer Summary ........................................................... 100 
9  Utilities .............................................................................................................................. 100 
9.1  PO Tax Utility ......................................................................................................... 101 
 
Purchase 
1  Inventory 
 
In In4Velocity Suite, the Inventory feature helps manage the timely stock of the 
materials, equipment, and assets crucial for construction and project execution. 
This feature ensures a seamless workflow from procurement to usage, 
maintaining accurate records and optimizing resource utilization. 
 

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8.1.1 Indents

The Indent feature allows users to create requests for materials or assets during

shortages, typically initiated by site engineers.

To create an indent, follow the below steps:

Step 1: Navigate to Engg > Inventory > Indents > Click Create Indent

Step 2: After clicking on the Create Indent button, you will be prompted to fill

in and select the necessary details for the indent.

Fields

Explanation

Indent*

Choose whether you want to create

an indent with a work order or without

a work order. You may also choose

minor material without work order.

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With Work Order: In a project with

multiple sub-projects (or blocks or

buildings) and contractors, a work

order details the specific requirements

of a sub-project to be fulfilled by a

contractor. All work orders collectively

specify the materials and assets

needed. Select the indent type and

associated work order. The contractor

name is automatically populated.

Without Work Order: In this

scenario, the default indent type is

"PO Only," indicating that goods can

be ordered and stored in the

inventory for future use. The user

does not associate the indent with a

specific work order under this option.

Important: When you create an

indent without work order, it is

mandatory to add a BOQ. To add a

BOQ, click Add New BOQs under

BOQs. This action will prompt a new

window to open where you can search

for BOQs using the Filter BOQs at

the top. Once you have selected a

desired BOQ, select it and then click

Add BOQs.

Minor Material Without Work

Order: This option allows for the

creation of indents for minor materials

without the need for a work order.

Indent Category

Choose the category of indent:

Material or Asset

Type of indent

Choose the type of indent: PO ONLY,

PO & ISSUE, ISSUE ONLY, RATE ONLY

PO (ROBO), OR CLIENT MATERIAL.

Project

Choose a project from the drop-down

list

Sub Project

Choose a sub-project from the drop-

down list

Work Order

Select a work order. To do so, click

Select located beside the Work Order

field. This action will prompt a new

window to open where you can search

for a work order using the filter

provided at the top. Once you have

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found the desired work order, select it

and then click Accept Selected.

Contractor Name

This field will be automatically filled

once a work order is selected in the

Work Order field.

Indent Date

Choose an indent date

Dubitable

Checkmark as Debitable in the

following scenario:

If the contractor is asked to procure

materials but fails to do so, the

developer provides the materials

instead. These materials supplied by

the developer are marked as

Debitable. Subsequently, any

discrepancies are reconciled with the

contractor by creating debit notes,

and adjustments can be made within

the work order payments.

Remarks

Add any remarks, if applicable

This feature offers flexibility by providing five types of indents to accommodate

various procurement scenarios:

PO Only:

This type of indent is solely for generating purchase orders. Suitable for

scenarios where materials are purchased and stocked in the inventory for future

use.

PO and Issue:

This type of indent involves creating purchase orders and directly issuing

materials to contractors on-site. Ideal for situations where materials are

immediately required at the project site without stocking them in inventory.

Issue Only:

Choose this option when materials or assets are already stocked in the

inventory. It allows for issuing materials directly to contractors on-site without

involving purchase orders.

Rate Only PO (ROPO):

ROPO is designed for situations where material prices fluctuate. Users can

establish a contract with suppliers to procure materials at fixed rates over a

specified period, irrespective of price changes.

Client Material:

This option is suitable for a contracting model where you act as a consultant

providing services to a client. In this scenario, you may need to hire

contractor(s) to execute the plan for your client. With the Client Material option

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as a type of indent, you acquire materials directly from the client and provide

them to your contractor.

Alternatively, if you already have the materials in your inventory, you can

provide them to the contractor. Upon receiving the materials later from the

contractor, you can restock your inventory. Alternatively, based on the

agreement between you and the contractor, you can select the Debitable

option. This allows reconciliation with the contractor by creating debit notes, and

adjustments can be made within the work order payments accordingly.

Since you obtain materials directly from the client rather than purchasing them,

you only need to create an Indent for the materials. There is no need to

generate purchase orders or process payments for client materials. Once the

client material indent is created and approved, you can directly receive the

materials and generate a Goods Receipt Note (GRN) upon receipt.

Note:

1. For Client Material type indent, only Contracting Projects and

Contracting Sub-Projects will be listed, and Contracting Orders will

be displayed in a separate Contract Order window. The rest of the

workflow follows the same process as other types of indents.

2. The Change Type link will not be enabled for statuses such as Locked,

Verified, Cancelled, Terminated, and Rejected.

8.1.2 Pending Indents

Pending Indents displays all indents that have been created but not yet

processed. This allows procurement managers to review and prioritize indents

based on project urgency and material availability.

To view the pending indents, follow the below steps:

1. Navigate to Purchase > Inventory > Pending Indents

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2. Search for the indent using the filter that has parameters such as Project,

Contractor, Work Category, Material Type, Indent No., etc.

3. Click on an Indent to see the details

8.1.3 Short Close GRN

The Short Close GRN feature allows users to close GRNs that have been partially

fulfilled or are no longer needed. This helps in maintaining accurate inventory

records and managing outstanding orders.

1. Navigate to Purchase > Inventory > Short Close GRN > Short Close GRN

For Payment

2. Search for the GRN using the filter that includes parameters such as

Project, Supplier Name, PO No. and GRN No., then click Go.

3. Checkmark the GRN that you want to update and click Update.

8.1.4 Purchase Orders

A purchase order (PO) is a commercial document issued by a buyer to a seller,

indicating types, quantities, and agreed prices for products or services. In real

estate, it is a legally binding contract between the contractor and the supplier.

To create a PO, follow the below steps:

Step 1: A PO can be created by following either of these paths.

1. Purchase > Inventory > Purchase Orders > Click Create Purchase Order

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2. Purchase > Inventory > Purchase Orders > Click Create Purchase

Order

3. Step 2: After clicking on the Create Purchase Order button, you will be

prompted to fill in and select the necessary details for the PO.

Fields

Explanation

PO Category * (material OR asset)

Choose: Material or Asset

PO Type *

Choose one of these: Domestic,

Import OR Rate Only PO (ROPO)

Domestic: Select this option when

materials or assets are to be procured

from suppliers within the same

country as the buyer.

Import: Select this option when

materials or assets are to be procured

from suppliers from another

country(ies)

Rate Only PO (ROPO): In cases

where the user may not know the

exact quantity needed at the time of

ordering, a Rate Only Purchase Order

(ROPO) is utilized. ROPO orders are

placed in bulk for a specified amount

without specifying individual

quantities.

Project *

Choose a project from the drop-down

list

PO Date

Choose a date when you will place a

purchase order from the calendar

Supplier *

Choose a supplier or vendor from

whom the goods or services are being

purchased.

Note: Supplier data comes from

Purchase > Masters > Supplier. To

create a supplier, click Create

Supplier be navigating to the above

path.

Document Through

Branch

Add Material-Indent (button)

Click Add Material-Indent button once

you have filled in or selected the

above necessary details. It is

mandatory to add a material intent.

Search for a material indent using the

filter, select and click Accept Selected.

Add Material-RFQ (button)

Indent Material-Details

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4. Step 3: Click Create. Once you click Create, you will be routed to the

following page.

8.1.5 ROPO Mapping

ROPO Mapping streamlines procurement for materials with uncertain quantities,

like Ready-to-Mix Concrete. Users negotiate rates with suppliers before project

commencement. Upon starting the project, they submit an indent specifying the

required quantity. With both rate and quantity known, users map them

effortlessly within the system. This process ensures accurate procurement by

aligning negotiated rates with actual quantities.

Once mapped, the system will generate purchase orders. In essence, ROPO

Mapping optimizes the procurement process, allowing users to secure favorable

rates upfront and efficiently manage material procurement throughout the

project lifecycle.

To create a ROPO Mapping, follow the below steps:

1. Navigate to Purchase > ROPO Mapping > Click Create ROPO Mapping

2. Select a project under Project. Enter a reference number and add remarks

under Reference Number and Remarks, respectively.

3. In the Indent and PO Mapping grid, click Add Indents. A new window

opens; search for an indent using the filter, select it, and click Accept

Selected.

4. In the Indent and PO Mapping grid, click Add POs. A new window opens,

search for a PO using the filter, select it, and click Accept Selected.

5. Once created, it will be in the Draft status. To change the status, scroll

above and click Change Status, select Submitted and click Update

Status. The ROPO Mapping request will then be forwarded to the

designated authority responsible for approving requests, as per the

approval hierarchy.

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8.1.6 Unpaid GRN

An unpaid Goods Received Note (GRN) is a document that confirms the receipt

of goods for which payment has not yet been made. All the unpaid GRNs will be

visible here. In accounting, the cost of these goods is recorded as an inventory

asset, while a corresponding liability is noted in accounts payable, indicating the

company owes money to the supplier.

To view an unpaid GRN, follow the below steps:

1. Navigate to Purchase > Inventory > Unpaid GRN > Unpaid GRN List

2. Search for the GRN using the filter that includes options such as project,

sub project, indent number, GRN number, PO start date, etc. Click Go and

you should be able to see the unpaid GRN.

3. Click on the GRN No. in the first column to view the details related to the

unpaid GRN.

8.1.7 Transfer Orders

The Transfer Order feature allows developers, who manage multiple stores

across different projects, to transfer material or asset from one store to another.

To create a transfer order, follow the below steps:

Step 1: Navigate to Purchase > Inventory > Transfer Order > Click Create

Transfer Order

Step 2: Once you click Transfer Order, you will be prompted to fill in and select

the necessary details.

Step 3: Fill in and select the necessary details

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• Create Transfer Order For: Material or Asset: Select the category of

transfer

• Transfer Date: Select a date from the calendar when the transfer will be

made.

• Certifying Company: Choose a company that owns the project and the

store that belongs to the project.

• From Project: Select a project to which the store, from which the

material or asset will be transferred, belongs.

• From Store: Select the store from which the material or asset will be

transferred.

• To Store: Select the store to which the material or asset will be

transferred.

• Delivery Site: Add the address of the site where the store is located.

• Remarks: Add remarks, if any.

Grid

Material Details

To add material details, follow the below steps:

• Add materials or assets by clicking Add Materials.

• Once you click Add Material, a new window opens, prompting you to select

materials or assets. Search for a material(s) or asset(s) using the filter,

checkmark and then click Accept Selected.

• After select the items, enter transfer quantity, UOM or Unit of

Measurement, and rate.

Documents

Upload any document related to the transfer order.

To upload a document, click Add New, choose a file and then click Update

Step 4: After filling in or select the necessary details as shown above, click the

Create button.

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8.1.8 Material/Asset Sales

The Material / Asset Sales menu handles the sale of surplus materials or assets.

This feature helps in disposing of excess inventory and generating additional

revenue.

To create a material / asset sale, follow the below steps:

1. Navigate to Purchase > Inventory > Material/Asset Sales > Material/Asset

Sales List

2. Move the cursor to the top right corner and click Create Material/Asset

Sales

3. Once you click Create Material/Asset Sales, you will enter the page where

you will fill in and select the details as in the screenshot below.

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Fields

Explanation

Category

Select whether the item being sold is

a Material or an Asset by clicking the

radio button.

Buyer Type Custom

Select the type of buyer (e.g.,

contractor, supplier, third party

buyer).

From Store

Select the store or warehouse from

where the material or asset is being

sold.

Project (This field is shown when you

select Contractor from the Buyer Type

Custom field.)

Choose a project from the list.

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Work Order (This field is shown when

you select Contractor from the Buyer

Type Custom field.)

Click Select, choose a work order

using the filter and then click Accept

Selected.

Purchase Order (This field is shown

when you select Supplier from the

Buyer Type Custom field.)

Click Select, choose a purchase order

using the filter and then click Accept

Selected.

Date of Sale

choose the date from the calendar

when the sale is taking place.

Debitable

Specify if the sale amount should be

debited to a particular account or

ledger by clicking the checkmark box.

Total Value

The total monetary value of the sale,

including all materials or assets sold.

This field is automatically shown.

Buyer Name

Select the name of the buyer from the

list.

Bill To

This field automatically shows billing

address to which the bill should be

sent.

Delivery Site

Specify the location where the

material or asset should be delivered.

Invoice No.

This field automatically displays the

invoice number associated with the

sale.

Grid

Material Details: Provide details of the materials being sold, including

material/asset descriptions, quantities, and cost.

Tax Additions: Include any applicable taxes and additional charges to the sale.

Terms and conditions: Specify any terms and conditions applicable to the sale

agreement.

Documents: Attach any relevant documents related to the sale, such as

contracts, receipts, or delivery notes.

4. Click Create.

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8.2 Payments

8.2.1 Supplier Certificates

This section allows the user to create and manage certificates issued to

suppliers. These certificates indicate the acceptance of materials / assets /

services provided by the supplier and confirm the amount payable. It serves as

an official acknowledgment that the supplier has fulfilled their part of the

contract.

To create a supplier certificate, follow the below steps:

1. Navigate to Purchase > Payments > Supplier Certificates > Create

Supplier Certificate

2. Once you click Create Supplier Certificate, you will be promoted to fill in

and select the necessary details

Fields

Explanation

Certifying Company

Choose a certifying company associated

with the project.

Project*

The project associated with the payment.

Paying Company

The company making the payment. This

field is automatically displayed.

Sub Projects

Subdivisions or specific segments within

the main project.

Supplier*

The supplier involved in the transaction.

PO Type*

The type of purchase order (e.g.,

domestic/ROPO, Import).

Purchase Order*

Click Select Purchase Order, and choose

an order using the filter, then click Accept

Selected.

Invoice No.*

The unique identifier or number of the

invoice.

E-Invoice

Choose if the invoice will be sent via email

by choosing Yes or No from the drop-down.

Invoice Date*

The date the invoice was issued.

Invoice Amount*

The total amount specified on the invoice.

Purchase Order Value

The total value of the purchase order. This

field is automatically displayed.

Supplier Name

The name of the supplier. This field is

automatically displayed.

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GSTIN

Goods and Services Tax Identification

Number of the supplier. This field is

automatically displayed.

PAN

Permanent Account Number of the supplier.

This field is automatically displayed.

Type of Certificate*

The type of certificate issued (e.g.,

completion, compliance).

Retention Amount Payable

The amount of retention money that is due

for payment. This field is automatically

displayed.

Retention Amount Paid

The amount of retention money that has

already been paid. This field is

automatically displayed.

Retention Pending

The amount of retention money that is still

pending payment. This field is automatically

displayed.

Tax Deductions

Deductions made for tax purposes.

Advance Adjusted

The advance payment that has been

adjusted against the invoice amount.

Certified Amount

The amount that has been certified for

payment. This field is automatically

displayed.

Base Cost

The initial cost of the goods or services

before any additions or deductions. This

field is automatically displayed.

Actual Landed Cost

The total cost including transportation,

handling, and other direct costs to get the

item to its location. This field is

automatically displayed.

All Incl. Cost (Landed Cost)

The total cost including all expenses. This

field is automatically displayed.

Recovery Tax Deductions

Tax deductions that can be recovered.

Net Tax Deductions

The net amount after tax deductions have

been applied. This field is automatically

displayed.

Custom Duty Amount

The amount paid for customs duty. This

field is automatically displayed.

Current Advance Deduction

The current amount of advance payment

being deducted. This field is automatically

displayed.

Advance Tax Deduction

Tax deductions applied to the advance

payment.

Other Deductions

Any other deductions not categorized under

specific headings.

Other Deduction Remarks

Remarks or notes regarding other

deductions.

Other Additions

Any other additions to the invoice amount.

Other Addition Remarks

Remarks or notes regarding other

additions.

Total Amount

The total amount after all additions and

deductions. This field is automatically

displayed.

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Retention Percentage

The percentage of the total amount retained

until certain conditions are met.

Retention Amount

The specific amount retained.

Amount Payable

The net amount that is due for payment

after all calculations. This field is

automatically displayed.

Round Off Amount

Any rounding off adjustments to the

payable amount. This field is automatically

displayed.

Favouring / Payee

The entity in whose favor the payment is

being made.

Payment Mode

The mode or method of payment (e.g.,

bank transfer, cheque).

Payment Due Date

The date by which the payment is due.

Total Certified Till Date

The cumulative amount certified for

payment up to the current date. This field is

automatically displayed.

Remarks

Any additional notes or comments related

to the payment.

Status

The current status of the payment (e.g.,

pending, completed).

Documents

Upload any documents related to the

payment transaction.

3. Click Create.

8.2.2 Supplier Advances

This section is used for managing advance payments made to suppliers. An

advance payment is a partial payment made before the full amount is due,

usually to secure goods or services. It helps in maintaining records of all

advance payments and ensures that these advances are deducted from future

payments.

To create a supplier advance, follow the below steps:

1. Navigate to Purchase > Payments > Supplier Advances > Create Supplier

Advances

2. Once you click Create Supplier Advances, you will be promoted to fill in

and select the necessary details

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Fields

Explanation

Certifying Company

Choose a certifying company

associated with the project.

Project *

The project associated with the

supplier advance payment.

Paying Company

The company that is making the

advance payment to the supplier. This

field is automatically displayed.

Sub Project

Subdivisions or specific segments

within the main project that the

advance payment is related to.

Purchase Order No. *

The unique identifier or number of the

purchase order related to the supplier

advance.

Purchase Order Date

The date on which the purchase order

was issued. This field is automatically

displayed.

Purchase Order Value (Payable to

supplier)

The total value of the purchase order

that is payable to the supplier. This

field is automatically displayed.

Tax Impact

The effect of taxes on the supplier

advance payment, including applicable

tax rates and amounts.

Invoice No.

The unique identifier or number of the

invoice related to the supplier

advance.

Invoice Amount

The total amount specified on the

invoice for the supplier advance.

Invoice Date

The date on which the invoice was

issued.

Project

The main project associated with the

supplier advance payment. This field

is automatically displayed.

Sub Projects

Subdivisions or specific segments

within the main project that the

advance payment is related to. This

field is automatically displayed.

Supplier Name

The name of the supplier receiving the

advance payment. This field is

automatically displayed.

PAN

Permanent Account Number of the

supplier, used for tax identification.

This field is automatically displayed.

Balance

The remaining balance amount with

the supplier after accounting for the

advance payment. This field is

automatically displayed.

Certified Amount *

The amount that has been certified for

payment to the supplier.

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Tax Deduction Amount

The amount deducted for taxes from

the supplier advance payment. This

field is automatically displayed.

Payable Amount

The net amount that is due for

payment to the supplier after all

deductions. This field is automatically

displayed.

Mode of Payment *

The mode or method of payment to

be used for the supplier advance

(e.g., bank transfer, cheque).

Payment Due Date *

The date by which the advance

payment to the supplier is due.

Favouring / Payee

The entity in whose favor the advance

payment is being made.

Remarks

Any additional notes or comments

related to the supplier advance

payment.

Tax Deductions

Details of any tax deductions applied

to the supplier advance payment.

Documents

Any supporting documents related to

the supplier advance payment, such

as purchase orders, invoices, and

certification documents.

3. Click Create.

8.2.3 Supplier Debit Note

A Supplier Debit Note is issued to a supplier when goods are returned or services

are deemed unsatisfactory, necessitating a reduction in the amount payable to

the supplier. This note adjusts the supplier’s account balance, reflecting the

reduction in the total payable amount.

To create a supplier debit note, follow the below steps:

1. Navigate to Purchase > Payments > Supplier Debit Note > Create

Supplier Debit Note

2. Once you click Create Supplier Debit Note, you will be promoted to fill in

and select the necessary details.

Fields

Explanation

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Certifying Company

Choose a certifying company

associated with the project.

Project*

The project associated with the

supplier debit note.

Paying Company

The company that is responsible for

processing the debit note. This field is

automatically displayed.

Sub Project

Subdivisions or specific segments

within the main project related to the

debit note.

Purchase Order No.*

The unique identifier or number of the

purchase order related to the supplier

debit note.

Debit Tax Impact

The effect of taxes on the debit note,

including applicable tax rates and

amounts.

Supplier Name

The name of the supplier for whom

the debit note is issued. This field is

automatically displayed.

Purchase Value

The total value of the purchase order

or transaction to which the debit note

is related. This field is automatically

displayed.

Invoice No.

The unique identifier or number of the

invoice related to the debit note.

Reason Type*

The type or reason for issuing the

debit note (e.g., goods return,

overcharge correction).

Debit Note Amount*

The amount specified on the debit

note.

Debit Note Date*

The date on which the debit note was

issued.

Remarks

Any additional notes or comments

related to the debit note.

Round Off Value

Any rounding off adjustments applied

to the debit note amount.

Documents

Any supporting documents related to

the debit note, such as purchase

orders, invoices, and reason

documentation.

3. Click Create.

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8.2.4 Supplier Debit Note Waive Off

This feature allows the user to waive off (cancel) a previously issued Supplier

Debit Note. It may be used when a dispute is resolved, and it's decided that the

supplier will not be debited for the returned goods or services.

To create a debit note waive off, follow the below steps:

1. Navigate to Purchase > Payments > Debit Note Waive Off > Create Debit

Note Waive Off

2. Once you click Create Debit Note Waive Off, you will be promoted to fill in

and select the necessary details.

Fields

Explanation

Certifying Company*

Choose a certifying company

associated with the project.

Project*

The project associated with the debit

note waiver.

Sub Project

Subdivisions or specific segments

within the main project related to the

debit note waiver.

Supplier*

The supplier involved in the

transaction for which the debit note is

being waived off.

Waive Off Date*

The date on which the debit note

waiver is issued or processed.

Waive Off Amount*

The amount of the debit note that is

being waived off.

Remarks

Any additional notes or comments

related to the waiver of the debit

note.

Supplier Debit Note Detail

Details of the supplier debit note that

is being waived off, including

reference numbers, amounts, and

reasons for the waiver.

3. Click Create.

8.2.5 Supplier Debit Note Receipt

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This is used to acknowledge the receipt of a Supplier Debit Note from the

supplier. It serves as a record that the debit note has been received and

accepted by the purchaser’s accounts department.

To create a supplier debit note receipt, follow the below steps:

1. Navigate to Purchase > Payments > Supplier Debit Note Receipt > Create

Supplier Debit Note Receipt

2. Once you click Supplier Debit Note Receipt, you will be promoted to fill in

and select the necessary details.

Fields

Explanation

Certifying Company*

Choose the certifying company from

the list.

Project*

The project associated with the

supplier debit note receipt.

Sub Project

Subdivisions or specific segments

within the main project related to the

debit note receipt.

Supplier*

The supplier from whom the debit

note receipt is received.

Receipt Date*

The date on which the supplier debit

note receipt is issued or processed.

Receipt Amount*

The total amount received as per the

supplier debit note.

Payment Mode*

The mode or method of payment

received (e.g., bank transfer,

cheque).

Remarks

Any additional notes or comments

related to the receipt of the supplier

debit note.

Supplier Debit Note Details

Details of the supplier debit note that

has been received, including reference

numbers, amounts, and reasons.

3. Click Create.

Service Provider Transactions

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8.2.6 Service Provider Certificates

Similar to Supplier Certificates, this section deals with certificates issued to

service providers. These certificates confirm that the service provider has

completed their task as per the contract, and it specifies the amount that is

payable to them.

To create a service provider certificate, follow the below steps:

1. Navigate to Purchase > Payments > Service Provider Certificates > Create

Service Provider Certificates

2. Once you click Create Service Provider Certificates, you will be promoted

to fill in and select the necessary details.

Fields

Explanation

Certifying Company

Choose the certifying company from

the list

Project*

The project associated with the

service provider certificate.

Paying Company

The company making the payment to

the service provider. This field is

automatically displayed.

Purchase Order No*

The unique identifier or number of the

purchase order related to the service

provider. Click Select, choose a

purchase order using the filter and

click Accept Selected.

Supplier Name

The name of the supplier providing

the service. This field is automatically

displayed.

Supplier GSTIN

Goods and Services Tax Identification

Number of the supplier. This field is

automatically displayed.

PAN

Permanent Account Number of the

supplier. This field is automatically

displayed.

Purchase Order Type

The type of purchase order (e.g.,

domestic, import). This field is

automatically displayed.

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Purchase Order Date

The date on which the purchase order

was issued. This field is automatically

displayed.

Sub Projects

Subdivisions or specific segments

within the main project related to the

service. This field is automatically

displayed.

Service Provider *

The service provider involved in the

transaction.

Service Provider GSTIN

Goods and Services Tax Identification

Number of the service provider. This

field is automatically displayed.

Invoice No*

The unique identifier or number of the

invoice.

E-invoice

Indicator of whether the invoice is an

electronic invoice (Yes or No).

Invoice Date*

The date on which the invoice was

issued.

Invoice Amount*

The total amount specified on the

invoice.

GRN List

List of Goods Receipt Notes associated

with the service.

Certified Amount

The amount that has been certified for

payment. This field is automatically

displayed.

Certificate Base Amount

The base amount for the certificate

before any additions or deductions.

This field is automatically displayed.

Tax Additions

Additions to the amount due to taxes.

Total Tax Addition

The total amount added due to taxes.

This field is automatically displayed.

Service Tax Addition

The amount added due to service tax.

This field is automatically displayed.

Gross Bill Amount

The total gross amount of the bill.

This field is automatically displayed.

Tax Deductions

Deductions made for tax purposes.

Total Tax Deduction

The total amount deducted due to

taxes. This field is automatically

displayed.

Service Tax Recovery

The amount of service tax that can be

recovered. This field is automatically

displayed.

Net Certified Amount

The net amount certified for payment

after all deductions. This field is

automatically displayed.

Adjustments

Any adjustments made to the

amount.

Advances

Any advance payments made to the

service provider.

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Adjustment Amount

The amount adjusted against the total

amount due. This field is

automatically displayed.

Total Amount

The total amount payable after all

adjustments and deductions. This field

is automatically displayed.

Other Deductions

Any other deductions not categorized

under specific headings.

Debit Note

Reference to any debit note issued

related to the service.

Debit Note Adjustment

The amount adjusted due to a debit

note.

Amount Payable

The net amount that is due for

payment to the service provider.

Favouring / Payee

The entity in whose favor the

payment is being made.

Mode of Payment*

The mode or method of payment

(e.g., bank transfer, cheque).

Payment Due Date*

The date by which the payment is

due.

Remarks

Any additional notes or comments

related to the service provider

certificate.

Documents

Add any supporting documents

related to the service provider

certificate, such as purchase orders,

invoices, and certification documents.

3. Click Create.

8.2.7 Service Provider Advances

This section is for managing advance payments made to service providers.

Similar to supplier advances, these payments are made upfront to secure

services and are deducted from the total payable amount upon completion of the

service.

To create service provider advances, follow the below steps:

1. Navigate to Purchase > Payments > Service Provider Advances > Create

Service Provider Advances

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2. Once you click Create Service Provider Advances, you will be promoted to

fill in and select the necessary details.

Fields

Explanation

Certifying Company

Choose a certifying company from the

drop-down list.

Project

The project associated with the

service provider advances.

Paying Company

The company making the advance

payment.

Purchase Order No.

Unique identifier for the purchase

order. Click Select, choose a purchase

order using the filter, and click Accept

Selected.

Supplier Name

Name of the service provider. This

field is automatically displayed.

Purchase Order Type

Type of purchase order (e.g., service,

material). This field is automatically

displayed.

Purchase Order Date

Date the purchase order was issued.

This field is automatically displayed.

Sub Projects

Any specific sub-projects within the

main project. This field is

automatically displayed.

Service Provider

Name of the service provider.

Service Provider GSTIN

GST Identification Number of the

service provider. This field is

automatically displayed.

Invoice No.

Unique identifier for the invoice issued

by the service provider.

Invoice Amount

Total amount mentioned in the

invoice.

Invoice Date

Date of the invoice issued by the

service provider.

Advance Paid Till Date

Total advance amount paid to the

service provider until the current date.

This field is automatically displayed.

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Balance Amount

Remaining amount to be paid after

deducting the advance payment. This

field is automatically displayed.

Certified Amount

Amount certified by the certifying

company as completed work.

Tax Deduction

Any tax deducted at source from the

payment. This field is automatically

displayed.

Tax Addition

Any additional tax applicable on the

payment. This field is automatically

displayed.

Payable Amount

Total amount payable to the service

provider after adjustments. This field

is automatically displayed.

Payment Mode

Mode of payment for the advance or

final payment.

Payment Due Date

Deadline for making the payment.

Favouring / Payee

Name of the payee or entity to whom

the payment is made.

Remarks

Additional comments or notes

regarding the transaction.

Tax Additions

Any additional taxes added to the

invoice amount.

Tax Deductions

Any tax deductions made from the

invoice amount.

Documents

Attachments or references to

supporting documents related to the

transaction.

3. Click Create.

8.2.8 Service Provider Debit Note

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A Service Provider Debit Note is issued when there is a need to reduce the

amount payable to a service provider due to issues such as substandard service

or overbilling. This note adjusts the service provider’s account accordingly.

To create service provider debit note, follow the below steps:

1. Navigate to Purchase > Payments > Service Provider Debit Note > Create

Service Provider Debit Note

2. Once you click Create Service Provider Debit Note, you will be promoted

to fill in and select the necessary details.

Fields

Explanation

Certifying Company

Choose a certifying company from the

drop-down list.

Project

The project associated with the

service provider debit note.

Paying Company

The company issuing the debit note.

This field is automatically displayed.

Purchase Order No.

Unique identifier for the original

purchase order.

Supplier Name

Name of the service provider. This

field is automatically displayed

Payable to Service Provider

The amount payable to the service

provider before adjustment. This field

is automatically displayed

Service Provider

Name of the service provider.

Service Provider GSTIN

GST Identification Number of the

service provider. This field is

automatically displayed

Invoice No.

Unique identifier for the original

invoice.

Reason Type

Type of reason for issuing the debit

note (e.g., advance adjustment, delay

in billing).

Debit Note Amount

The amount to be debited from the

service provider's account.

Debit Note Date

Date when the debit note is issued.

Remarks

Additional comments or notes

regarding the debit note.

Tax Additions

Any additional taxes added to the

debit note amount.

Documents

Attachments or references to

supporting documents related to the

debit note.

Click Create.

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8.2.9 Service Provider Debit Note Receipt

This feature is used to record the receipt of a Debit Note from a service provider.

It ensures that there is a formal acknowledgment of the debit note, maintaining

transparency and accuracy in financial records.

To create service provider debit note receipt, follow the below steps:

1. Navigate to Purchase > Payments > Service Provider Debit Note Receipt>

Create Service Provider Debit Note Receipt

2. Once you click Create Service Provider Debit Note Receipt, you will be

promoted to fill in and select the necessary details.

Fields

Explanation

Certifying Company*

Choose the certifying company from

the list.

Project*

The project associated with the

service provider debit note receipt.

Service Provider

Name or identifier of the service

provider who issued the debit note

receipt

Receipt Date*

The date on which the debit note

receipt is issued or processed.

Receipt Amount*

The total amount received as per the

service provider debit note.

Payment Mode*

The mode or method of payment

received (e.g., bank transfer,

cheque).

Remarks

Any additional notes or comments

related to the receipt of the service

provider debit note.

Service Provider Debit Note Details

Details of the service provider debit

note that has been received, including

reference numbers, amounts, and

reasons.

3. Click Create.

Other Transactions

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8.2.10 Material Sales Receipt

This section manages the receipts from the sale of materials. It records the

income generated from selling excess or unused materials, helping in accurate

tracking of material sales and the resultant revenue.

To create a material / asset sales receipt, follow the below steps:

1. Navigate to Purchase > Payments > Other Transaction > Material Sales

Receipt > Create Material/Asset Sales Receipt

2. Once you click Create Material/Asset Sales Receipt, you will be promoted

to fill in and select the necessary details

Fields

Explanation

Buyer Type Name *

Choose the type of the buyer

purchasing the materials. This include

categories such as contractor, supplier

and third party buyer.

Buyer Name *

The name of the buyer who purchased

the materials.

Store Name *

The name of the store or location

from which the materials were sold.

Receipt Date *

The date when the receipt for the

material sale is generated.

Receipt Amount *

The total amount received from the

sale of materials.

Payment Mode *

Payment mode refers to the method

used by the buyer to make the

payment. It could be cash, credit

card, bank transfer, etc.

Remarks

Additional comments or notes

regarding the material sale receipt.

This could include information about

the materials sold, conditions of the

sale, or any other relevant details.

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Tax Deductions

Any taxes deducted from the receipt

amount.

Pending Invoices

Any pending invoices related to the

material sale transaction. This could

include invoices for additional

services, delivery charges, etc.

3. Click Create.

8.3 Approvals

8.3.1 Purchase Orders

Orders are formal requests issued to suppliers to provide specified materials /

assets / services at agreed terms and conditions. Once a purchase order is

created, approval is necessary to ensure that the purchase aligns with budget

allocations and project requirements, and to prevent unauthorized expenditures.

To approve a purchase order, follow the below steps:

Step 1: Navigate to Purchase > Approvals > Purchase order> Purchase Order

List

Step 2: Search for the purchase order using filter parameters such as certifying

company, project, supplier, etc. Alternatively, you may select the current status

of the purchase order under the Status field, click Go, and then choose the

purchase order from the list.

Step 3: Once you find the result, click on the PO No. in the first column to land

on the View Purchase Order page. Then, hover over 'Status,' click 'Change

Status,' and select a status from the drop-down list. Add any remarks if

necessary.

Step 4: Click Update Status.

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8.3.2 ROPO Mapping

ROPO Mapping streamlines procurement for materials with uncertain quantities,

like Ready-to-Mix Concrete. Users negotiate rates with suppliers before project

commencement. Upon starting the project, they submit an indent specifying the

required quantity. With both rate and quantity known, users map them

effortlessly within the system.

Once mapped, the system will generate purchase orders. However, an approval

is necessary as it ensures accurate procurement by aligning negotiated rates

with actual quantities.

To approve a ROPO Mapping, follow the below steps:

Step 1: Navigate to Purchase > Approvals > ROPO Mapping> Rate Only

Purchase Order Mapping List

Step 2: Search for the action item that requires approval using filter parameters

such as project, PO Display No, supplier, material, etc. Alternatively, you may

select the current status of the ROPO Mapping under the Status field, click Go,

and then choose the action item from the list.

Step 3: Once you find the result, click on the ID in the first column to land on

the View ROPO Mapping page. Then, hover over 'Status,' click 'Change Status,'

and select a status from the drop-down list. Add any remarks if necessary.

Step 4: Click Update Status.

8.3.3 Quotation

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Quotations are price offers from suppliers for goods or services requested by the

company. Once created, approval is required to verify that the quotations are

competitive and within budget before proceeding with the purchase.

To approve a quotation, follow the below steps:

Step 1: Navigate to Purchase > Approvals > Quotation> Quotation List

Step 2: Search for the quotation using filter parameters such as project, asset /

material type, asset / material, quotation from, supplier, etc. Alternatively, you

may select the current status of the quotation under the Status field, click Go,

and then choose the quotation from the list.

Step 3: Once you find the result, click on the Quotation ID in the first column to

land on the View Quotation with RFQ page. Then, hover over 'Status,' click

'Change Status,' and select a status from the drop-down list. Add any remarks if

necessary.

Step 4: Click Update Status.

8.3.4 Transfer Orders

Transfer Orders allows developers, who manage multiple stores across different

projects, to transfer material or asset from one store to another. However, this

action requires approval to ensure proper inventory management and that

transfers are necessary and justified, thus preventing misuse of resources.

To approve a transfer order, follow the below steps:

Step 1: Navigate to Purchase > Approvals > Transfer orders> Transfer order

List

Step 2: Search for the transfer order number using filter parameters such as

transfer order number, material type, etc. Alternatively, you may select the

current status of the transfer order under the Status field, click Go, and then

choose the transfer order number from the list.

Step 3: Once you find the result, click on the transfer order ID in the first

column to land on the View Transfer Order page. Then, hover over 'Status,' click

'Change Status,' and select a status from the drop-down list. Add any remarks if

necessary.

Step 4: Click Update Status.

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8.3.5 Rate Comparison

Rate Comparison involves evaluating different suppliers' prices for the requisite

material / asset / services. This action will require approval because it ensures

that the most cost-effective options are selected.

To approve a rate comparison, follow the below steps:

Step 1: Navigate to Purchase > Approvals > Rate Comparison> Rate

Comparison List

Step 2: Search for the rate comparison using filter parameters such as

certifying company, project, supplier, etc. Alternatively, you may select the

current status of the rate comparison under the Status field, click Go, and then

choose the item from the list.

Step 3: Once you find the result, click on the Comparison ID in the first column

to land on the View Rate Comparison Sheet. Then, hover over 'Status,' click

'Change Status,' and select a status from the drop-down list. Add any remarks if

necessary.

Step 4: Click Update Status.

8.3.6 Material Sales

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The Material / Asset Sales menu handles the sale of surplus materials or assets,

helping in disposing of excess inventory and generating additional revenue. This

action requires the approval so as to ensure the sale is beneficial for the

company and complies with policies for asset disposal.

To approve the sale of surplus materials, follow the below steps:

Step 1: Navigate to Purchase > Approvals > Material sales> Material/Asset

Sales List

Step 2: Search for the item using filter parameters such as the store that has

the surplus material; material, material type, etc. Alternatively, you may select

the current status of the material sales under the Status field, click Go, and

then choose the action item from the list.

Step 3: Once you find the result, click on the Serial No. in the first column to

land on the View Material/Asset Sale page. Then, hover over 'Status,' click

'Change Status,' and select a status from the drop-down list. Add any remarks if

necessary.

Step 4: Click Update Status.

8.3.7 Material Sales Receipt

Material Sales Receipt is the documentation confirming the receipt of payment

for sold materials. This action will require approval to ensure that all sales

transactions are recorded accurately and funds are properly accounted for.

To approve a Material Sales Receipt, follow the below steps:

Step 1: Navigate to Purchase > Approvals > Material Sales Receipt>

Material/Asset Sales Receipt List

Step 2: Search for the receipt number using filter parameters such as buyer

type name, receipt number, etc. Alternatively, you may select the current status

of the material sales receipt under the Status field, click Go, and then choose

the receipt from the list.

Step 3: Once you find the result, click on the Receipt No. in the first column to

land on the View Material Sales Receipt page. Then, hover over 'Status,' click

'Change Status,' and select a status from the drop-down list. Add any remarks if

necessary.

Step 4: Click Update Status.

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Supplier Approvals

8.3.8 Supplier Certificates

Supplier Certificates indicate the acceptance of materials / assets / services

provided by the supplier and confirm the amount payable. It serves as an official

acknowledgment that the supplier has fulfilled their part of the contract. This

action requires an approval.

To approve a supplier certificate, follow the below steps:

Step 1: Navigate to Purchase > Approvals > Supplier certificates > Supplier

certificate List

Step 2: Search for the supplier certificate using filter parameters such as

company, project, sub project, purchase order, etc. Alternatively, you may select

the current status of the supplier certificate under the Status field, click Go, and

then choose the supplier certificate from the list.

Step 3: Once you find the result, click on the Certificate No. in the first column

to land on the View Supplier Certificate page. Then, hover over 'Status,' click

'Change Status,' and select a status from the drop-down list. Add any remarks if

necessary.

Step 4: Click Update Status.

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8.3.9 Supplier Advances

Supplier Advances are prepayments made to suppliers before goods or services

are received. This action will require an approval as it will ensure that advances

are justified and paid within agreed terms.

To approve a supplier advances, follow the below steps:

Step 1: Navigate to Purchase > Approvals > Supplier advances> Supplier

advances List

Step 2: Search for the supplier advance using filter parameters such as

company, project, sub project, purchase order, etc. Alternatively, you may select

the current status of the supplier advance under the Status field, click Go, and

then choose the supplier advance from the list.

Step 3: Once you find the result, click on the Advance No. in the first column to

land on the View Supplier Advance page. Then, hover over 'Status,' click

'Change Status,' and select a status from the drop-down list. Add any remarks if

necessary.

Step 4: Click Update Status.

8.3.10 Supplier Debit Note

A Supplier Debit Note is issued to a supplier when goods are returned or services

are deemed unsatisfactory, necessitating a reduction in the amount payable to

the supplier. This note adjusts the supplier’s account balance, reflecting the

reduction in the total payable amount. A supplier debit note will test an approval

proces3s, once created, to ensure that the adjustments are accurately accounted

for.

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To approve a supplier debit note, follow the below steps:

Step 1: Navigate to Purchase > Approvals > Supplier Debit Note> Supplier

Debit Note List

Step 2: Search for the supplier debit note using filter parameters such as

company, project, sub project, purchase order, etc. Alternatively, you may select

the current status of the supplier debit note under the Status field, click Go,

and then choose the action item from the list.

Step 3: Once you find the result, click on the ID in the first column to land on

the View Supplier Debit Note page. Then, hover over 'Status,' click 'Change

Status,' and select a status from the drop-down list. Add any remarks if

necessary.

Step 4: Click Update Status.

8.3.11 Supplier Debit Note Waive Off

This allows the user to waive off (cancel) a previously issued Supplier Debit

Note. It may be used when a dispute is resolved, and it's decided that the

supplier will not be debited for the returned goods or services. However, once

supplier debit note waive off is created, it will test the approval process.

To approve a supplier debit note waive off, follow the below steps:

Step 1: Navigate to Purchase > Approvals > Supplier Debit Note Waive Off>

Supplier Debit Note Waive Off List

Step 2: Search for the supplier debit note waive off item using filter parameters

such as certifying company, project, supplier, etc. Alternatively, you may select

the current status of the item under the Status field, click Go, and then choose

the item from the list.

Step 3: Once you find the result, click on the Waive Off No in the first column to

land on the View Supplier Debit Note Waive Off page. Then, hover over 'Status,'

click 'Change Status,' and select a status from the drop-down list. Add any

remarks if necessary.

Step 4: Click Update Status.

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8.3.12 Supplier Debit Note Receipt

Supplier Debit Note Receipt is created to acknowledge the receipt of a Supplier

Debit Note from the supplier. It serves as a record that the debit note has been

received and accepted by the purchaser’s accounts department. However, once

supplier debit note receipt is created, it will test the approval process based on

the defined workflow.

To approve a supplier debit note receipt, follow the below steps:

Step 1: Navigate to Purchase > Approvals > Supplier Debit Note Receipt>

Supplier Debit Note Receipt List

Step 2: Search for the supplier debit note receipt using filter parameters such

as certifying company, project, supplier, etc. Alternatively, you may select the

current status of the supplier debit note receipt under the Status field, click Go,

and then choose the receipt from the list.

Step 3: Once you find the result, click on the Receipt No in the first column to

land on the View Supplier Debit Note Receipt page. Then, hover over 'Status,'

click 'Change Status,' and select a status from the drop-down list. Add any

remarks if necessary.

Step 4: Click Update Status.

8.3.13 Supplier Master

Supplier Master is a database containing all relevant information about approved

suppliers. However, it will test the approval process based on the defined

workflow as it ensures that only qualified and vetted suppliers are included.

To approve a supplier master, follow the below steps:

Step 1: Navigate to Purchase > Approvals > Supplier Master> Supplier master

List

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Step 2: Search for the supplier master using filter parameters such as supplier

name, supplier code, address (city, state, country), etc. Alternatively, you may

select the current status of the supplier master under the Status field, click Go,

and then choose the supplier master from the list.

Step 3: Once you find the result, click on the Supplier ID in the first column to

land on the View Supplier Master page. Then, hover over 'Status,' click 'Change

Status,' and select a status from the drop-down list. Add any remarks if

necessary.

Step 4: Click Update Status.

Service Provider Approvals

8.3.14 Service Provider Certificates

Service Provider Certificates deals with certificates issued to service providers.

These certificates confirm that the service provider has completed their task as

per the contract, and it specifies the amount that is payable to them. This

action, however, will test the approval process as per the defined workflow.

To approve a service provider certificate, follow the below steps:

Step 1: Navigate to Purchase > Approvals > Service Provider certificates >

Service Provider Certificate List

Step 2: Search for the service provider certificate using filter parameters such

as company, project, sub project, purchase order, etc. Alternatively, you may

select the current status of the service provider certificate under the Status

field, click Go, and then choose the service provider certificate from the list.

Step 3: Once you find the result, click on the Certificate No. in the first column

to land on the View Service Provider Certificate page. Then, hover over 'Status,'

click 'Change Status,' and select a status from the drop-down list. Add any

remarks if necessary.

Step 4: Click Update Status.

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8.3.15 Service Provider Advances

Service Provider Advances are prepayments made to service providers before

services are received. These payments are made upfront to secure services and

are deducted from the total payable amount upon completion of the service. This

action will test the approval process based on the defined workflow as it will

ensure that advances are justified and paid within agreed terms.

To approve service provider advances, follow the below steps:

Step 1: Navigate to Purchase > Approvals > Service Provider Advances>

Service Provider Advance List

Step 2: Search for the service provider advance using filter parameters such as

company, project, sub project, purchase order, etc. Alternatively, you may select

the current status of the service provider advance under the Status field, click

Go, and then choose the service provider advance from the list.

Step 3: Once you find the result, click on the Advance No. in the first column to

land on the View Service Provider Advance page. Then, hover over 'Status,' click

'Change Status,' and select a status from the drop-down list. Add any remarks if

necessary.

Step 4: Click Update Status.

8.3.16 Service Provider Debit Note

A Service Provider Debit Note is issued when there is a need to reduce the

amount payable to a service provider due to issues such as substandard service

or overbilling. This note adjusts the service provider’s account accordingly. A

supplier debit note will test an approval process, once created, based on the

defined workflow to ensure that the adjustments are accurately accounted for.

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To approve a service provider debit note, follow the below steps:

Step 1: Navigate to Purchase > Approvals > Service Provider Debit Note>

Service Provider Debit Note List

Step 2: Search for the Service Provider Debit Note using filter parameters such

as company, project, sub project, purchase order, service provider, etc.

Alternatively, you may select the current status of the service provider debit

note under the Status field, click Go, and then choose the debit note from the

list.

Step 3: Once you find the result, click on the ID in the first column to land on

the View Service Provider Debit Note page. Then, hover over 'Status,' click

'Change Status,' and select a status from the drop-down list. Add any remarks if

necessary.

Step 4: Click Update Status.

8.3.17 Service Provider Debit Note Receipt

Service Provider Debit Note Receipt is used to record the receipt of a debit note

from a service provider. It ensures that there is a formal acknowledgment of the

debit note. However, once a service provider debit note receipt is created, it will

test the approval process based on the defined workflow, to ensure that the

records are accurate.

To approve a service provider debit note receipt, follow the below steps:

Step 1: Navigate to Purchase > Approvals > Service Provider Debit Note

Receipt> Service Provider Debit Note Receipt List

Step 2: Search for the service provider debit note receipt using filter parameters

such as the company, project, service provider, purchase order, etc.

Alternatively, you may select the current status of the service provider debit

note receipt under the Status field, click Go, and then choose the receipt from

the list.

Step 3: Once you find the result, click on the ID in the first column to land on

the View Service Provider Debit Note Receipt page. Then, hover over 'Status,'

click 'Change Status,' and select a status from the drop-down list. Add any

remarks if necessary.

Step 4: Click Update Status.

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8.3.18 Service Provider

Service Provider lists the names of all suppliers with details such name of the

service provider, contact details, etc. Once a service provider is created, it needs

to test the approval process based on the defined workflow, to ensure that the

records are accurate.

To approve a service provider, follow the below steps:

Step 1: Navigate to Purchase > Approvals > Service Provider > Service Provider

List

Step 2: Search for the service provider name using filter parameters such as

the service provider, service provider GSTIN, C&F agent flag, etc. Alternatively,

you may select the current status of the service provider under the Status field,

click Go, and then choose the receipt from the list.

Step 3: Once you find the result, click on the service provider name in the first

column to land on the View Service Provider page. Then, hover over 'Status,'

click 'Change Status,' and select a status from the drop-down list. Add any

remarks if necessary.

Step 4: Click Update Status.

Termination

8.3.19 Purchase Order

The Termination feature in Purchase Orders allows for cancellation or

termination of a purchase order. A purchase order can be cancelled before

approval, while termination is possible only after verification. The ideal stages

are:

• Cancelled

• Approved

• Locked

• Verified

• Terminated.

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8.4 Quotation

8.4.1 RFQ

The RFQ process is the initial step in procuring goods or services. The purchase

department sends out an RFQ to multiple suppliers to obtain their pricing, terms,

and conditions for the required items.

To create a quotation, follow the below steps:

1. Navigate to Purchase > Quotation > RFQ > Request For Quotation List >

Create RFQ

2. Once you click on Create RFQ, you will be prompted to fill in and select

the necessary details

Fields

Explanation

RFQ Title*

The title or name of the RFQ for easy

identification and reference.

RFQ Date*

The date on which the RFQ is created.

Company*

The name of the company issuing the

RFQ.

Project*

The project for which the RFQ is being

issued.

Sub Project

An optional field to specify a sub-

project within the main project, if

applicable.

Material/Asset From

Select whether the RFQ is for

materials or assets, pulling options

from the Material Master or Asset

Master.

Material Type

The general category of the material

required (e.g., concrete, steel).

Material SubType

A more specific classification within

the material type (e.g., reinforced

concrete, structural steel).

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Material

Detailed description or specification of

the material or asset needed.

Bidding Start Date

The date when the bidding process

starts and suppliers can begin to

submit their quotations.

Bidding End Date

The deadline by which all bids must

be received.

Brand

The preferred brand or manufacturer

of the material, if applicable.

3. Click Go.

8.4.2 Quotation

Create a Quotation with RFQ

This involves creating a quotation within the ERP system based on the responses

received after sending the RFQ. The quotation will document the specifics of a

supplier's offer.

To create a quotation with RFQ, follow the below steps:

1. Navigate to Purchase > Quotation > Quotation > Quotation List > Create

Quotation with RFQ

2. Once you click on Create Quotation with RFQ, you will be prompted to fill

in and select the necessary details

Field

Explanation

Quotation No

A unique identifier or number

assigned to the quotation for tracking

and reference.

Quotation Type

Specifies the type of quotation (e.g.,

standard, revised, special).

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RFQ*

The RFQ reference number that this

quotation is responding to.

Supplier Reference Number*

A unique number or code provided by

the supplier for their quotation.

Supplier*

The name of the supplier providing

the quotation.

Supplier Code

A unique code assigned to the

supplier within the ERP system.

Valid From*

The start date from which the

quotation is valid.

Version*

The version number of the quotation,

useful for tracking revisions.

Status

The current status of the quotation

(e.g., draft, submitted, approved,

rejected).

Add Material / Asset

This section appears once an RFQ is selected. It is presented in a grid format

and includes a list of materials or assets from the RFQ, allowing the purchaser to

enter specific details such as minimum quantity, maximum quantity, landed rate

(negotiated rate), lead time, etc., for each item.

Create a Quotation without RFQ

This feature allows the purchase department to create a quotation directly in the

system without issuing an RFQ, typically used when there is only one supplier or

the supplier from which the purchaser wants to buy is already finalized.

To create a quotation without RFQ, follow the below steps:

1. Navigate to Purchase > Quotation > Quotation > Quotation List > Create

Quotation without RFQ

2. Once you click on Create Quotation without RFQ, you will be prompted to

fill in and select the necessary details

Field

Explanation

Company

The name of the company issuing the

quotation.

Project*

The project for which the quotation is

being issued.

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Material/Asset From

Indicates whether the item is a

material or an asset, choosing from

the Material Master, Asset Indent or

Material Indent.

Material/Asset Type*

The general category of the material

or asset required (e.g., construction

materials, equipment).

Material/Asset SubType*

A more specific classification within

the material or asset type (e.g.,

cement, machinery).

Material/Asset*

Detailed description or specification of

the material or asset needed.

Brand

The preferred brand or manufacturer

of the material or asset, if applicable.

Status

The current status of the quotation

(e.g., draft, submitted, approved,

rejected).

Quotation Date*

The date on which the quotation is

created.

Supplier Reference Number*

A unique number or code provided by

the supplier for their quotation.

Supplier*

The name of the supplier who has

been finalized for supplier the material

/ asset.

Quotation Type

Choose the type of quotation:

Domestic or Import.

Valid From*

The start date from which the

quotation is valid.

Valid Till*

The end date until which the quotation

is valid.

Documents

Upload the relevant documents

3. Click Go.

4. Click Create.

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8.4.3 Rate Comparison

Rate comparison is a tool that allows the purchase department to compare rates

based on multiple parameters.

To create a rate comparison sheet, follow the below steps:

1. Navigate to Purchase > Quotation > Rate Comparison > Rate Comparison

List > Create Rate Comparison

2. Once you click on Create Rate Comparison, you will be prompted to

choose an RFQ the type of quotation.

3. Choose a material or asset, and then set the parameters against that.

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4. Click Go.

5. Click Create.

8.5 Masters

8.5.1 Master Tables

Real estate business processes are complex and detailed. Business records or

documents contain numerous fields at the time of creation. Some fields are filled

out by the user, admin, or executive, while others are populated through drop-

down lists sourced from master tables within respective modules. These master

tables provide the data for the drop-down fields used during the creation

process. Almost all modules have a master table each, and these tables are

created and edited based on business requirements.

Here are the various Master Table categories under the Purchase module

8.5.1.1 Condition Category

The master data added here will appear in Purchase > Purchase

Orders > Terms and conditions > General Terms and conditions

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Creating Condition Category Master

1. Navigate to Purchase > Masters > Master Tables.

2. Select Condition Category master from the drop-down list and

click Go.

3. Click on Create on the top right. The Condition Category master

window will appear.

4. Specify the Name, select a Condition Group category from the

drop-down and click on Create to complete the step.

5. The new record will now be visible in the list of records.

Edit Condition Category Master

1. Navigate to Purchase > Masters > Master Tables.

2. Select Condition Category master from the drop-down list and

click on Go.

3. All existing records under this master will be listed. To edit a

record, click on the button, which is an edit button.

4. The Edit Condition Category master window appears. Update

Name and Condition Group fields. Then, click on Update to

complete the step.

5. The changes will now be reflected in the list.

Changing the Status

1. Navigate to Purchase > Masters > Master Tables.

2. Select Condition Category master from the drop-down list and

click on Go.

3. All existing records under this Master will be listed. To change the

status of a record, click on icon, which is a status icon. A pop-

window will appear asking for confirmation. Click OK to complete

the step.

4. The record will now indicate an inactive status with the icon.

Deleting the record

1. Navigate to Purchase > Masters > Master Tables.

2. Select Condition Category master from the drop-down list

and click on Go.

3. All existing records under this Master will be listed. To delete a

record, click on icon, which is a delete icon. A pop-window

will appear asking for confirmation. click on OK. Another pop-

up window will appear displaying the message "Deleted

Successfully." This completes the step.

4. The deleted record will no longer appear in the list.

8.5.1.2 Condition Master

The master data added here will appear in Purchase > Purchase

Orders > Terms and conditions > General Terms and conditions

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Creating Condition Master

1. Navigate to Purchase > Masters > Master Tables.

2. Select Condition master from the drop-down list and click Go.

3. Click on Create on the top right. The Condition master window

will appear.

4. Specify the Name, add Remarks, select a Condition Category

from the drop-down and then click on Create to complete the

step.

5. The new record will now be visible in the list of records.

Edit Condition Category Master

1. Navigate to Purchase > Masters > Master Tables.

2. Select Condition master from the drop-down list and click on Go.

3. All existing records under this master will be listed. To edit a

record, click on the button, which is an edit button.

4. The Edit Condition master window appears. Update Name and

Condition fields. Then, click on Update to complete the step.

5. The changes will now be reflected in the list.

Changing the Status

1. Navigate to Purchase > Masters > Master Tables.

2. Select Condition master from the drop-down list and click on Go.

3. All existing records under this master will be listed. To change the

status of a record, click on icon, which is a status icon. A pop-

window will appear asking for confirmation. Click OK to complete

the step.

4. The record will now indicate an inactive status with the icon.

Deleting the record

1. Navigate to Purchase > Masters > Master Tables.

2. Select Condition master from the drop-down list and click on

Go.

3. All existing records under this Master will be listed. To delete a

record, click on icon, which is a delete icon. A pop-window

will appear asking for confirmation. click on OK. Another pop-

up window will appear displaying the message "Deleted

Successfully." This completes the step.

4. The deleted record will no longer appear in the list.

8.5.1.3 Debit Note Reason Types

The master data added here will appear in Purchase > Payments > Supplier

Debit Note / Service Provider Debit Note > Create Supplier / Service Provider

Debit Note > Reason Type

Creating DEBIT NOTE REASON TYPES Master

1. Navigate to Purchase > Masters > Master Tables.

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2. Select DEBIT NOTE REASON TYPES master from the drop-down

list and click Go.

3. Click on Create on the top right. The DEBIT NOTE REASON TYPES

master window will appear.

4. Specify the Name, add Remarks and click on Create to complete

the step.

5. The new record will now be visible in the list of records.

Edit DEBIT NOTE REASON TYPES Master

1. Navigate to Purchase > Masters > Master Tables.

2. Select DEBIT NOTE REASON TYPES master from the drop-down

list and click on Go.

3. All existing records under this master will be listed. To edit a

record, click on the button, which is an edit button.

4. The Edit DEBIT NOTE REASON TYPES Master window appears.

Update Name and Remarks fields. Then, click on Update to

complete the step.

5. The changes will now be reflected in the list.

Changing the Status

1. Navigate to Purchase > Masters > Master Tables.

2. Select DEBIT NOTE REASON TYPES master from the drop-down

list and click on Go.

3. All existing records under this Master will be listed. To change the

status of a record, click on icon, which is a status icon. A pop-

window will appear asking for confirmation. Click OK to complete

the step.

4. The record will now indicate an inactive status with the icon.

Deleting the record

1. Navigate to Purchase > Masters > Master Tables.

2. Select DEBIT NOTE REASON TYPES master from the drop-

down list and click on Go.

3. All existing records under this Master will be listed. To delete a

record, click on icon, which is a delete icon. A pop-window

will appear asking for confirmation. click on OK. Another pop-

up window will appear displaying the message "Deleted

Successfully." This completes the step.

4. The deleted record will no longer appear in the list.

8.5.1.4 HSN Code Master

The master data added here will appear in the following locations:

• Purchase > Master Tables > Material Types

• Purchase > Master Tables > Material Sub- type

• Purchase > Materials

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Creating HSN Code Master

1. Navigate to Purchase > Masters > Master Tables.

2. Select HSN Code Master from the drop-down list and click Go.

3. Click on Create on the top right. The HSN Code Master window will

appear.

4. Specify the HSN Code and click on Create to complete the step.

5. The new record will now be visible in the list of records.

Edit HSN CODE MASTER Master

1. Navigate to Purchase > Masters > Master Tables.

2. Select HSN CODE MASTER master from the drop-down list and

click on Go.

3. All existing records under this master will be listed. To edit a

record, click on the button, which is an edit button.

4. The Edit HSN CODE MASTER Master window appears. Update

Name and Parent fields. Then, click on Update to complete the

step.

5. The changes will now be reflected in the list.

Changing the Status

1. Navigate to Purchase > Masters > Master Tables.

2. Select HSN CODE MASTER master from the drop-down list and

click on Go.

3. All existing records under this Master will be listed. To change the

status of a record, click on icon, which is a status icon. A pop-

window will appear asking for confirmation. Click OK to complete

the step.

4. The record will now indicate an inactive status with the icon.

Deleting the record

1. Navigate to Purchase > Masters > Master Tables.

2. Select HSN CODE MASTER master from the drop-down list

and click on Go.

3. All existing records under this Master will be listed. To delete a

record, click on icon, which is a delete icon. A pop-window

will appear asking for confirmation. click on OK. Another pop-

up window will appear displaying the message "Deleted

Successfully." This completes the step.

4. The deleted record will no longer appear in the list.

8.5.1.5 Material Brand Name

The master data added here will appear in Purchase > Material > Materials

Creating Material Brand Name Master

1. Navigate to Purchase > Masters > Master Tables.

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2. Select Material Brand Name master from the drop-down list and

click Go.

3. Click on Create on the top right. The Material Brand Name master

window will appear.

4. Specify the Name and click on Create to complete the step.

5. The new record will now be visible in the list of records.

Edit Material Brand Name Master

1. Navigate to Purchase > Masters > Master Tables.

2. Select Material Brand Name master from the drop-down list and

click on Go.

3. All existing records under this master will be listed. To edit a

record, click on the button, which is an edit button.

4. The Edit Material Brand Name Master window appears. Update

the Name field. Then, click on Update to complete the step.

5. The changes will now be reflected in the list.

Changing the Status

1. Navigate to Purchase > Masters > Master Tables.

2. Select Material Brand Name master from the drop-down list and

click on Go.

3. All existing records under this Master will be listed. To change the

status of a record, click on icon, which is a status icon. A pop-

window will appear asking for confirmation. Click OK to complete

the step.

4. The record will now indicate an inactive status with the icon.

Deleting the record

1. Navigate to Purchase > Masters > Master Tables.

2. Select Material Brand Name master from the drop-down list

and click on Go.

3. All existing records under this Master will be listed. To delete a

record, click on icon, which is a delete icon. A pop-window

will appear asking for confirmation. click on OK. Another pop-

up window will appear displaying the message "Deleted

Successfully." This completes the step.

4. The deleted record will no longer appear in the list.

8.5.1.6 Material Sub Types

The master data added here will appear in Purchase > Masters > Materials

Creating Material Sub Types Master

1. Navigate to Purchase > Masters > Master Tables.

2. Select Material Sub Types master from the drop-down list and

click Go.

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3. Click on Create on the top right. The Material Sub Types master

window will appear.

4. Specify the Name and Material Type HSN Code; select the

appropriate Material Type and HSN Code from the drop-down

lists and click on Create to complete the step.

5. The new record will now be visible in the list of records.

Edit Material Sub Types Master

6. Navigate to Purchase > Masters > Master Tables.

7. Select MATERIAL SUB TYPES master from the drop-down list and

click on Go.

8. All existing records under this master will be listed. To edit a

record, click on the button, which is an edit button.

9. The Edit Material Sub Types Master window appears. Update

Name, Material Type HSN Code, Material Type and HSN Code

fields. Then, click on Update to complete the step.

10.The changes will now be reflected in the list.

Changing the Status

5. Navigate to Purchase > Masters > Master Tables.

6. Select Material Sub Types master from the drop-down list and

click on Go.

7. All existing records under this Master will be listed. To change the

status of a record, click on icon, which is a status icon. A pop-

window will appear asking for confirmation. Click OK to complete

the step.

8. The record will now indicate an inactive status with the icon.

Deleting the record

5. Navigate to Purchase > Masters > Master Tables.

6. Select Material Sub Types master from the drop-down list

and click on Go.

7. All existing records under this Master will be listed. To delete a

record, click on icon, which is a delete icon. A pop-window

will appear asking for confirmation. click on OK. Another pop-

up window will appear displaying the message "Deleted

Successfully." This completes the step.

8. The deleted record will no longer appear in the list.

8.5.1.7 Material Types

The master data added here will appear in the following locations:

• Purchase > Masters > Materials

• Purchase > Masters > Master Tables > Material SubTypes

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Creating Material Types Master

1. Navigate to Purchase > Masters > Master Tables.

2. Select Material Types master from the drop-down list and click

Go.

3. Click on Create on the top right. The Material Types master

window will appear.

4. Specify the Name, and select a UOM and HSN Code from the

drop-down and click on Create to complete the step.

5. The new record will now be visible in the list of records.

Edit Material Types Master

1. Navigate to Purchase > Masters > Master Tables.

2. Select Material Types master from the drop-down list and click on

Go.

3. All existing records under this master will be listed. To edit a

record, click on the button, which is an edit button.

4. The Edit Material Types Master window appears. Update Name,

UOM, and HSN Code. Then, click on Update to complete the

step.

5. The changes will now be reflected in the list.

Changing the Status

1. Navigate to Purchase > Masters > Master Tables.

2. Select Material Types master from the drop-down list and click

on Go.

3. All existing records under this Master will be listed. To change the

status of a record, click on icon, which is a status icon. A pop-

window will appear asking for confirmation. Click OK to complete

the step.

4. The record will now indicate an inactive status with the icon.

Deleting the record

1. Navigate to Purchase > Masters > Master Tables.

2. Select Material Types master from the drop-down list and

click on Go.

3. All existing records under this Master will be listed. To delete a

record, click on icon, which is a delete icon. A pop-window

will appear asking for confirmation. click on OK. Another pop-

up window will appear displaying the message "Deleted

Successfully." This completes the step.

4. The deleted record will no longer appear in the list.

8.5.1.8 Purchase Form Type Applicable

The master data added here will appear in Purchase > Purchase Order > Import

> Form Applicable

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Creating Purchase Form Type Applicable Master

1. Navigate to Purchase > Masters > Master Tables.

2. Select Purchase Form Type Applicable master from the drop-

down list and click Go.

3. Click on Create on the top right. The Purchase Form Type

Applicable master window will appear.

4. Specify the Name, and click on Create to complete the step.

5. The new record will now be visible in the list of records.

Edit Purchase Form Type Applicable Master

1. Navigate to Purchase > Masters > Master Tables.

2. Select Purchase Form Type Applicable master from the drop-

down list and click on Go.

3. All existing records under this master will be listed. To edit a

record, click on the button, which is an edit button.

4. The Edit Purchase Form Type Applicable master window

appears. Update Name the field. Then, click on Update to

complete the step.

5. The changes will now be reflected in the list.

Changing the Status

1. Navigate to Purchase > Masters > Master Tables.

2. Select Purchase Form Type Applicable master from the drop-

down list and click on Go.

3. All existing records under this Master will be listed. To change the

status of a record, click on icon, which is a status icon. A pop-

window will appear asking for confirmation. Click OK to complete

the step.

4. The record will now indicate an inactive status with the icon.

Deleting the record

1. Navigate to Purchase > Masters > Master Tables.

2. Select Purchase Form Type Applicable master from the

drop-down list and click on Go.

3. All existing records under this Master will be listed. To delete a

record, click on icon, which is a delete icon. A pop-window

will appear asking for confirmation. click on OK. Another pop-

up window will appear displaying the message "Deleted

Successfully." This completes the step.

4. The deleted record will no longer appear in the list.

8.5.1.9 Purchase GRN – Defective Qty Reason Lookup

The master data added here will appear in Engg > Inventory > GRN > Material

(defective) > Defective Reason

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Creating Purchase GRN - Defective Qty Reason Lookup Master

1. Navigate to Purchase > Masters > Master Tables.

2. Select Purchase GRN - Defective Qty Reason Lookup master

from the drop-down list and click Go.

3. Click on Create on the top right. The Purchase GRN - Defective

Qty Reason Lookup master window will appear.

4. Specify the Name and click on Create to complete the step.

5. The new record will now be visible in the list of records.

Edit PURCHASE GRN - DEFECTIVE QTY REASON LOOKUP Master

1. Navigate to Purchase > Masters > Master Tables.

2. Select Purchase GRN - Defective Qty Reason Lookup master

from the drop-down list and click on Go.

3. All existing records under this master will be listed. To edit a

record, click on the button, which is an edit button.

4. The Edit Purchase GRN - Defective Qty Reason Lookup

Master window appears. Update the Name field. Then, click on

Update to complete the step.

5. The changes will now be reflected in the list.

Changing the Status

1. Navigate to Purchase > Masters > Master Tables.

2. Select Purchase GRN - Defective Qty Reason Lookup master

from the drop-down list and click on Go.

3. All existing records under this Master will be listed. To change the

status of a record, click on icon, which is a status icon. A pop-

window will appear asking for confirmation. Click OK to complete

the step.

4. The record will now indicate an inactive status with the icon.

Deleting the record

1. Navigate to Purchase > Masters > Master Tables.

2. Select Purchase GRN - Defective Qty Reason Lookup

master from the drop-down list and click on Go.

3. All existing records under this Master will be listed. To delete a

record, click on icon, which is a delete icon. A pop-window

will appear asking for confirmation. click on OK. Another pop-

up window will appear displaying the message "Deleted

Successfully." This completes the step.

4. The deleted record will no longer appear in the list.

8.5.1.10 Purchase Material Attribute Category

The master data added here will appear in Purchase > Masters > Materials >

Attribute Category

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Creating Purchase Material Attribute Category Master

6. Navigate to Purchase > Masters > Master Tables.

7. Select Purchase Material Attribute Category master from the

drop-down list and click Go.

8. Click on Create on the top right. The Purchase Material Attribute

Category master window will appear.

9. Specify the Name and click on Create to complete the step.

10.The new record will now be visible in the list of records.

Edit Purchase Material Attribute Category Master

11.Navigate to Purchase > Masters > Master Tables.

12.Select Purchase Material Attribute Category master from the

drop-down list and click on Go.

13.All existing records under this master will be listed. To edit a

record, click on the button, which is an edit button.

14.The Edit Purchase Material Attribute Category master window

appears. Update the Name field. Then, click on Update to

complete the step.

15.The changes will now be reflected in the list.

Changing the Status

9. Navigate to Purchase > Masters > Master Tables.

10.Select Purchase Material Attribute Category master from the

drop-down list and click on Go.

11.All existing records under this Master will be listed. To change the

status of a record, click on icon, which is a status icon. A pop-

window will appear asking for confirmation. Click OK to complete

the step.

12.The record will now indicate an inactive status with the icon.

Deleting the record

9. Navigate to Purchase > Masters > Master Tables.

10.Select Purchase Material Attribute Category master from

the drop-down list and click on Go.

11.All existing records under this Master will be listed. To delete a

record, click on icon, which is a delete icon. A pop-window

will appear asking for confirmation. click on OK. Another pop-

up window will appear displaying the message "Deleted

Successfully." This completes the step.

12.The deleted record will no longer appear in the list.

8.5.1.11 Purchase Material Attribute Master

The master data added here will appear in Purchase > Masters > Materials >

Attribute Category

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Creating Purchase Material Attribute Master

1. Navigate to Purchase > Masters > Master Tables.

2. Select Purchase Material Attribute Master from the drop-down

list and click Go.

3. Click on Create on the top right. The Purchase Material Attribute

Master window will appear.

4. Specify the Name, select an Attribute Category from the drop-

down and click on Create to complete the step.

5. The new record will now be visible in the list of records.

Edit Purchase Material Attribute Master

1. Navigate to Purchase > Masters > Master Tables.

2. Select Purchase Material Attribute Master from the drop-down

list and click on Go.

3. All existing records under this master will be listed. To edit a

record, click on the button, which is an edit button.

4. The Edit Purchase Material Attribute Master window appears.

Update the Name and Attribute Category fields. Then, click on

Update to complete the step.

5. The changes will now be reflected in the list.

Changing the Status

1. Navigate to Purchase > Masters > Master Tables.

2. Select Purchase Material Attribute Master from the drop-down

list and click on Go.

3. All existing records under this Master will be listed. To change the

status of a record, click on icon, which is a status icon. A pop-

window will appear asking for confirmation. Click OK to complete

the step.

4. The record will now indicate an inactive status with the icon.

Deleting the record

1. Navigate to Purchase > Masters > Master Tables.

2. Select Purchase Material Attribute Master from the drop-

down list and click on Go.

3. All existing records under this Master will be listed. To delete a

record, click on icon, which is a delete icon. A pop-window

will appear asking for confirmation. click on OK. Another pop-

up window will appear displaying the message "Deleted

Successfully." This completes the step.

4. The deleted record will no longer appear in the list.

8.5.1.12 Unit of Measurement Description

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The master data added here will appear in Purchase > Masters > Materials >

Conversion Factor

Creating Unit Of Measurement Description Master

1. Navigate to Purchase > Masters > Master Tables.

2. Select Unit Of Measurement Description master from the drop-

down list and click Go.

3. Click on Create on the top right. The Unit Of Measurement

Description master window will appear.

4. Specify the Name and click on Create to complete the step.

5. The new record will now be visible in the list of records.

Edit Unit Of Measurement Description Master

1. Navigate to Purchase > Masters > Master Tables.

2. Select Unit Of Measurement Description master from the drop-

down list and click on Go.

3. All existing records under this master will be listed. To edit a

record, click on the button, which is an edit button.

4. The Edit Unit Of Measurement Description master window

appears. Update the Name field. Then, click on Update to

complete the step.

5. The changes will now be reflected in the list.

Changing the Status

1. Navigate to Purchase > Masters > Master Tables.

2. Select Unit Of Measurement Description master from the

drop-down list and click on Go.

3. All existing records under this Master will be listed. To change the

status of a record, click on icon, which is a status icon. A pop-

window will appear asking for confirmation. Click OK to complete

the step.

4. The record will now indicate an inactive status with the icon.

Deleting the record

1. Navigate to Purchase > Masters > Master Tables.

2. Select Unit Of Measurement Description master from the

drop-down list and click on Go.

3. All existing records under this Master will be listed. To delete a

record, click on icon, which is a delete icon. A pop-window

will appear asking for confirmation. click on OK. Another pop-

up window will appear displaying the message "Deleted

Successfully." This completes the step.

4. The deleted record will no longer appear in the list.

8.5.1.13 Unit of Measurement Type

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The master data added here will appear in Purchase > Masters > Materials >

Conversion Factor

Creating Unit Of Measurement Description Master

6. Navigate to Purchase > Masters > Master Tables.

7. Select Unit Of Measurement Type master from the drop-down

list and click Go.

8. Click on Create on the top right. The Unit Of Measurement Type

master window will appear.

9. Specify the Name and click on Create to complete the step.

10.The new record will now be visible in the list of records.

Edit Unit Of Measurement Type Master

6. Navigate to Purchase > Masters > Master Tables.

7. Select Unit Of Measurement Type master from the drop-down

list and click on Go.

8. All existing records under this master will be listed. To edit a

record, click on the button, which is an edit button.

9. The Edit Unit Of Measurement Type master window appears.

Update the Name field. Then, click on Update to complete the

step.

10.The changes will now be reflected in the list.

Changing the Status

5. Navigate to Purchase > Masters > Master Tables.

6. Select Unit Of Measurement Type master from the drop-down

list and click on Go.

7. All existing records under this Master will be listed. To change the

status of a record, click on icon, which is a status icon. A pop-

window will appear asking for confirmation. Click OK to complete

the step.

8. The record will now indicate an inactive status with the icon.

Deleting the record

5. Navigate to Purchase > Masters > Master Tables.

6. Select Unit Of Measurement Type master from the drop-

down list and click on Go.

7. All existing records under this Master will be listed. To delete a

record, click on icon, which is a delete icon. A pop-window

will appear asking for confirmation. click on OK. Another pop-

up window will appear displaying the message "Deleted

Successfully." This completes the step.

8. The deleted record will no longer appear in the list.

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8.5.2 Supplier

Supplier allows users to create and manage information about vendors and

suppliers. It includes functionalities to add, update, and delete supplier details.

Users can store contact information, payment terms, delivery terms, and other

relevant data. This helps in streamlining procurement processes by maintaining

an up-to-date database of all suppliers.

To create a supplier, follow the below steps:

1. Navigate to Purchase > Masters > Supplier > Supplier Master List >

Create Supplier

2. Once you click Create Supplier, you will be prompted to fill in and select

the necessary details

Supplier Details

Field

Explanation

Supplier Name

Enter the name of the supplier.

Print Name

The name of the supplier as it should

appear on printed documents such as

purchase orders and invoices.

Supplier Code

A unique identifier assigned to each

supplier, used internally within the

ERP system to reference the supplier

in transactions and reports.

Vendor Type*

Categorizes the supplier based on the

nature of their business.

Contact Name*

The name of the primary contact

person at the supplier's organization

for orders, negotiations, or resolving

issues.

Rating

Allows users to rate the supplier

based on criteria such as quality of

goods, reliability, delivery times, and

overall satisfaction.

LST No.

Local Sales Tax Number, a unique

identifier assigned to the supplier for

local sales tax purposes.

CST No.

Central Sales Tax Number, used for

tracking sales tax on interstate

transactions.

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PAN No / Tax Id.*

Permanent Account Number or

equivalent tax identification number of

the supplier for income tax purposes.

VAT Registration No.

The supplier's Value Added Tax

registration number for VAT

compliance and tracking.

Excise Duty No.

The supplier's excise duty registration

number, required for tracking and

payment of excise duty on certain

goods.

LBT No.

Local Body Tax Number, applicable in

certain regions for transactions within

local municipal boundaries for local

tax compliance.

GSTIN

Goods and Services Tax Identification

Number, a unique number assigned to

the supplier under the GST regime for

GST-related transactions.

MSME No.

The supplier's registration number

under the Micro, Small, and Medium

Enterprises Development Act for

identifying and benefiting smaller

enterprises.

Favouring / Payee

The name in which payments should

be made out to the supplier to ensure

checks and payment instruments are

correctly addressed.

Remarks

A free-text area for additional notes or

comments about the supplier, such as

special instructions or past issues.

Active*

Indicates whether the supplier is

currently active and available for

transactions. Inactive suppliers are

not available for new transactions.

Constitution

Describes the legal structure of the

supplier's business, such as sole

proprietorship, partnership, LLC, or

corporation.

Credit Period (Days)

Specifies the number of days within

which the supplier expects payment

for invoices, aiding in cash flow

management and timely payments.

Field

Explanation

Contact Details: Enter the contact details such as mobile number, e-mail

address, postal address, etc.

Grid

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Material: Lists the materials supplied by the vendor, including material type,

material sub type and material.

Contact Persons: Details of additional contact persons at the supplier's

organization, including names, designations, and contact information.

Tax Deduction: Information on applicable tax deductions for transactions with

the supplier, ensuring compliance with tax regulations.

Documents: Add important documents related to the supplier, such as

contracts, certifications, and correspondence.

Supplier Evaluation: Record and manage performance of the supplier based

on your chosen parameters. They may include delivery times, quality, etc.

ITR Compliance: Ensures that the supplier is compliant with Income Tax

Return (ITR) filing requirements, including records of submitted ITRs.

3. Click Create.

8.5.3 Materials

Materials management involves creating and maintaining a list of all materials

required for construction projects. This sub-menu helps users to define material

codes, descriptions, specifications, and other attributes. It ensures that all

material-related information is centralized and easily accessible, facilitating

efficient inventory management and procurement.

To create a material, follow the below steps:

1. Navigate to Purchase > Masters > Materials > Material List > Create

Material

2. Once you click Create Material, you will be prompted to fill in and select

the necessary details

Fields

Explanation

Material Type*

The primary category of the material,

such as raw material, finished

product, or consumable. This is a

mandatory field.

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Material Sub Type*

A more specific classification within

the material type, providing further

granularity. This is a mandatory field.

Material Name*

The name of the material as it should

appear in the system, ensuring clear

identification. This is a mandatory

field.

Material Code*

A unique identifier assigned to the

material for tracking and referencing

purposes within the ERP system. This

is a mandatory field.

Conveyance

Details regarding the transportation or

conveyance method preferred or

required for the material, ensuring

proper handling during transit.

Benchmark Lead Time*

The standard time expected for the

delivery of the material from order

placement to receipt, used for

planning and scheduling. This is a

mandatory field.

Unit of Measurement*

The unit in which the material is

measured, such as kilograms, liters,

or pieces. This is a mandatory field.

Image of the Material

A visual representation of the

material, which helps in easy

identification and verification.

Manufacture Tolerance Allowed

The permissible variation in the

manufacturing specifications of the

material, ensuring quality control.

Breakage Tolerance Allowed

The allowable limit for breakage

during handling and transportation,

ensuring realistic expectations for

material integrity.

Wastage Tolerance Allowed

The acceptable amount of material

loss during processing or usage,

helping in inventory and cost

management.

Specification

Detailed technical specifications of the

material, including size, grade, and

any other relevant attributes.

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HSN Code

The Harmonized System of

Nomenclature code for the material,

used for taxation and compliance

purposes.

MTC Required

Indicates whether a Material Test

Certificate is required for the material,

ensuring quality and compliance with

standards.

Minimum Order Quantity

The smallest quantity of the material

that can be ordered, ensuring cost-

effective purchasing and inventory

management.

Perishable

Specifies if the material is perishable,

which affects storage and handling

requirements.

Perishable Period

The time period within which the

perishable material must be used

before it becomes unusable, ensuring

proper stock rotation.

Typical Warranty Period

The standard warranty period offered

for the material, providing assurance

of quality and durability.

Warranty Remarks

Additional notes or conditions related

to the warranty of the material,

providing clarity on warranty coverage

and terms.

Remarks

A free-text area for any additional

information or comments about the

material, such as special handling

instructions or supplier notes.

Grid

Brand Names/Conversion Factors:

Brand Names allows users to input or select the brand name associated with the

material being created. It helps in identifying the specific brand or manufacturer

of the material, which can be useful for tracking product quality, supplier

preferences, or for branding purposes.

Conversion factors are used to convert quantities of one unit of measure to

another. In this field, users can specify conversion factors for the material,

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allowing the system to automatically calculate and convert quantities between

different units of measure. For example, converting from meters to feet.

Note: The unit of measurement for conversion factor has to be chosen in Basic

Details to add UOM Description and Unit of Measurement.

Rate History/Terms and conditions:

Rate History tracks the historical pricing information associated with the

material. Users can input past rates at which the material was purchased, along

with relevant dates. Rate history helps in analyzing price trends, negotiating

contracts, and making informed procurement decisions.

Terms and conditions allows users to define specific terms and conditions that

apply to the purchase or use of the material. It can include details such as

payment terms, delivery schedules, warranties, return policies, and any other

contractual agreements or obligations.

Attribute Category

Attribute categories are used to classify and organize materials based on their

characteristics or properties. In this field, users can assign the material to one or

more attribute categories, such as type, size, color, or any other relevant

attribute. Attribute categories facilitate efficient searching, filtering, and

categorization of materials within the In4Suite ERP system.

3. Click Create.

8.5.4 Service Provider

The Service Provider menu allows the user to create and manage the details of

service providers, including heavy equipment rentals, logistics and

transportation, utility providers, etc. This helps in effectively managing

relationships and contracts with service providers.

To create a service provider, follow the below steps:

1. Navigate to Purchase > Masters > Service Provider > Service Provider List

> Create Service Provider

2. Once you click Create Service Provider, you will be prompted to fill in and

select the necessary details

Service Provider Details

Field

Explanation

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Confidential and License use only

Service Provider Name

Enter the name of the service

provider.

Print Name

The name of the service provider as it

should appear on printed documents

such as purchase orders and invoices.

Vendor Type*

Categorizes the service provider

based on the nature of their business.

Contact Name*

The name of the primary contact

person at the service provider 's

organization for orders, negotiations,

or resolving issues.

Rating

Allows users to rate the service

provider based on criteria such as

quality of services, reliability, delivery

times, and overall satisfaction.

LST No.

Local Sales Tax Number, a unique

identifier assigned to the service

provider for local sales tax purposes.

CST No.

Central Sales Tax Number, used for

tracking sales tax on interstate

transactions.

PAN No

Permanent Account Number of the

supplier for income tax purposes.

Service Tax Number

The service provider's Service Tax

Number for tax compliance and

tracking.

VAT Registration No.

The service provider's Value Added

Tax registration number for VAT

compliance and tracking.

GSTIN

Goods and Services Tax Identification

Number, a unique number assigned to

the service provider under the GST

regime for GST-related transactions.

MSME No.

The service provider 's registration

number under the Micro, Small, and

Medium Enterprises Development Act

for identifying and benefiting smaller

enterprises.

Favouring / Payee

The name in which payments should

be made out to the service provider to

ensure checks and payment

instruments are correctly addressed.

Remarks

A free-text area for additional notes or

comments about the service provider,

such as special instructions or past

issues.

Active*

Indicates whether the service provider

is currently active and available for

transactions. Inactive suppliers are

not available for new transactions.

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Constitution

Describes the legal structure of the

service provider 's business, such as

sole proprietorship, partnership, LLC,

or corporation.

C & F Agent

C & F Agent means Carrying and

Forwarding Agent. This field identifies

if the service provider also acts as a

carrying and forwarding agent,

responsible for the logistics and

distribution of goods. Checkmark, if

yes.

Contact Details: Enter the contact details such as mobile number, e-mail

address, postal address, etc.

Grid

Tax Deduction: Information on applicable tax deductions for transactions with

the service provider, ensuring compliance with tax regulations.

Documents: Add important documents related to the service provider, such as

contracts, certifications, and correspondence.

ITR Compliance: Ensures that the service provider is compliant with Income

Tax Return (ITR) filing requirements, including records of submitted ITRs.

3. Click Create.

8.5.5 Material Buyer

The Material Buyer sub-menu is used to create and manage material buyers who

are third-party entities or individuals who purchases excess, leftover, or scrap

materials generated from construction projects. These buyers are usually

involved in recycling or reselling the scrap materials, thereby providing a way for

construction companies to dispose of unwanted materials in an environmentally

responsible and economically beneficial manner.

To create a material buyer, follow the below steps:

1. Navigate to Purchase > Masters > Material Buyer > Material Buyer List >

Create Material Buyer

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2. Once you click Create Material Buyer, you will be prompted to fill in and

select the necessary details

Supplier Details

Field

Explanation

Buyer Name

The official name of the material

buyer or buying company.

Print Name

The name of the material buyer as it

should appear on printed documents,

invoices, and reports.

Buyer Code

A unique identifier or code assigned to

each material buyer for easy

reference and tracking within the ERP

system.

Vendor Type

Classification of the buyer, typically

set as "Scrap Buyer" to distinguish

them from other types of vendors.

Contact Name

The name of the primary contact

person within the buyer's organization

who handles communications and

transactions.

Rating

A performance rating based on past

interactions, reliability, payment

timeliness, and other criteria to aid in

evaluating the buyer.

LST No.

The Local Sales Tax registration

number of the material buyer,

necessary for local tax compliance and

record-keeping.

CST No.

The Central Sales Tax registration

number for transactions involving

sales across different states or

regions.

PAN No / Tax Id.

The Permanent Account Number

(PAN) or other tax identification

number used for tracking financial

transactions with the material buyer.

VAT Registration No.

The Value Added Tax registration

number required for VAT compliance

on the sale of goods and services.

Excise Duty No.

The excise duty registration number,

if applicable, for compliance with

excise duty regulations.

GSTIN

The Goods and Services Tax

Identification Number, essential for

transactions under the GST regime.

MSME No.

The identification number if the buyer

is registered as a Micro, Small, or

Medium Enterprise, which may qualify

them for certain benefits.

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Favouring / Payee

The name to whom payments should

be made, ensuring payments are

directed to the correct entity or

individual.

Remarks

Additional notes or comments about

the material buyer, including any

special instructions or past issues.

Active

Status indicating whether the material

buyer is currently active or inactive in

the system, helping to manage active

vendor lists.

Documents: Add important documents related to the buyer, such as contracts,

certifications, and correspondence.

3. Click Create.

8.5.6 Material Role Mapping

Material Role Mapping involves assigning specific roles to different users or

groups related to material management.

To map an application role with material / asset, follow the below steps:

1. Navigate to Purchase > Masters > Material Role Mapping > Material/Asset

Type Role Mapping List> Click Create Material/Asset Type Role Mapping

2. Once you click Create Material/Asset Type Role Mapping, you will be

prompted to select the necessary details such as material/asset

type/subtype and then map the application role.

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8.5.7 Major Materials/Assets

This sub-menu is used to classify and manage major materials and assets critical

to the construction projects. Users can define major materials/assets, assign

categories, and track their usage and status. This helps in prioritizing

procurement and inventory management for key materials and assets.

To mark a material / asset as a major material, click on a Material / Asset radio

button, select project, sub project and material type, and then click Go.

Checkmark the materials that are major and then click Save. Follow the same

steps for Asset as well.

8.5.8 Parameter Set Up

Parameter Setup allows the configuration of various parameters related to

material types within the Purchase module of the In4Suite ERP system. These

parameters might include ensuring cement quality meets predefined standards,

verifying cube test results for the concrete, etc.

To set up a material type parameter, follow the below steps:

1. Navigate to Purchase > Masters > Parameter Set up > Parameter List>

Click Create Parameter

2. Once you click Create Parameter, you will be prompted to fill in parameter

and short names and then select the material and data types.

3. Click Create once you have completed the all the four fields.

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8.5.9 Parameters Mapping

Parameter Mapping allows to associate parameters that are retrieved from

Purchase > Masters > Parameter Setup with each material type, categorized by

status. For example, to ensure cement meets predefined quality standards or to

verify cube test results for concrete, the administrator or user will receive a pop-

up message (assuming it's configured at the Approved level) confirming these

tests are successful before they are approved in the In4Suite system.

To map a parameter with each material type, categorized by status, follow the

below steps:

1. Choose an entity type, whether GRN or material issue (MIS Issue)) under

the Entity Type field.

2. Choose the status, Submitted, Approved, etc., for which the parameters

will be mapped

3. Choose a material type and click Load Parameters. Pick the parameters

that you want to associate with the chosen material type and checkmark

Is Mandatory? depending on the need.

4. Once the above steps are completed, click Map.

8.5.10 Material/Asset Min Qty

The Material/Asset Min Qty sub-menu is used to set minimum quantity

thresholds for materials and assets. Users can define the minimum stock levels

required for different items to prevent stockouts and ensure timely reordering.

This is crucial for maintaining continuous operations and avoiding project delays.

To enter the minimum quantity for a material / asset, click on a Material / Asset

radio button, select certifying company, store, and material type mandatorily,

and then click Go.

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You will see a list of materials below. Move the cursor to the bottom, click Modify

and you will see the editable Min Qty field against the material for which you

want to set minimum quantity. Finally, click Update.

8.5.11 Custom Label Changes

This sub-menu allows users to customize field names within the ERP system to

better suit the organization’s terminology and preferences. Users can set custom

names against standard names to make the interface more intuitive and aligned

with the company’s standards and practices.

8.6 Search

The Search menu provides users with robust capabilities to efficiently locate and

retrieve essential documents and information related to various procurement

activities. Below is a detailed explanation of the key components that users can

search for using this menu:

Supplier Certificates

Supplier certificates are official documents related to financial transactions and

guarantees provided by suppliers. The search functionality enables users to

locate two primary types of supplier certificates:

Payment Certificate

Payment Certificate confirms that payment has been made or is due to a

supplier for materials or services rendered. Users can search for payment

certificates to verify payment statuses, review transaction history, and ensure all

financial obligations are met.

Advance Certificate

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Advance Certificate signifies an advance payment made to a supplier before the

completion of services or delivery of materials. Searching for advance certificates

helps users manage advance payments.

Purchase Orders

A Purchase Order (PO) is a formal document issued by a buyer to a supplier,

indicating the products, quantities, and agreed prices for materials / assets. The

search functionality allows users to:

• Retrieve specific purchase orders based on various criteria such as

purchase order number, material, supplier, etc.

• Monitor the fulfillment process by checking the delivery status of ordered

items.

• Review the history of past orders to analyze procurement patterns and

vendor performance.

Transfer Orders

Transfer Orders facilitate the movement of inventory between different stores /

warehouses within a project or between multiple projects. Using the search

functionality for transfer orders, users can:

• Locate specific transfer orders to track the movement of materials /

assets.

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• Verify the status of transfers, ensuring that inventory is correctly

relocated as per the requirements.

• Analyze material / asset transfer history to optimize inventory distribution

and logistics efficiency.

Suppliers

Maintaining a complete and accessible supplier database is important for

effective procurement management. The search menu allows users to:

• Find detailed information on specific suppliers, including contact details,

address, and contractual terms.

• Review historical data on supplier performance, previous orders.

8.7 Supplier Portal

The Supplier Portal allows purchase department to efficiently manage their

interactions with suppliers. This interface streamlines communication, support,

and information sharing with suppliers, ensuring smooth and effective

operations.

8.7.1 Supplier Portal

8.7.1.1 About Supplier Portal

The Portal offers comprehensive features to manage the Supplier Portal effectively.

Below is an introduction to the various functionalities available:

• About Supplier Portal: Admin settings for managing the Supplier Portal.

• Home Page: Configure the homepage display layout for suppliers.

• Login Configuration: Configure the login page settings.

• Template: Set up templates for the portal.

• Home News: Enter news items to display on the homepage.

• Partners: Set up partner advertisements for the homepage and top frame.

• Banners: Set up advertisement banners for the homepage and top frame.

• Help Desk: Define help desk information for the homepage.

• Contacts: Define and manage contact information.

• Menu Configuration: Customize the supplier menu.

• Send Password: Send user ID and password to suppliers.

• FAQs: Add frequently asked questions for users on the homepage.

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These features are designed to streamline communication, provide essential

information, and enhance the user experience for suppliers using the portal.

8.7.1.2 Login Configuration

This feature allows the owner to set up and customize the login process for

suppliers.

To configure the login menu, follow the below steps

1. Navigate to Purchase > Supplier Portal > Supplier Portal > Login

Configuration

2. The Login Configuration include the following sections and fields within.

a. Header Panel

i. Text

ii. Background Color

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iii. Font Family

iv. Font Size

v. Font Weight

vi. Font Color

b. Footer Panel

i. Text

ii. Background Color

iii. Font Family

iv. Font Size

v. Font Weight

vi. Font Color

c. Main Panel

i. Text

ii. Background Color

iii. Font Family

iv. Font Size

v. Font Weight

vi. Font Color

d. Button

i. Text

ii. Background Color

iii. Font Family

iv. Font Size

v. Font Weight

vi. Font Color

e. Login tabs

i. Background Color

ii. Font Color

f. Menu Panel

i. Background Color

ii. Font Color

g. Social Media

h. Others

i. Form Width

ii. Login Text

iii. Password Text

iv. Link Color

v. Logo Navigate URL

vi. Logo Path*

vii. Preview (Logo)

3. Click Preview / Update.

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8.7.1.3 Template

This feature enables the owner to create and apply a template that defines the

visual design and layout of the supplier’s interface. This includes the look and

feel, branding elements, and overall aesthetic of the portal.

To configure the template menu, follow the below steps

1. Navigate to Purchase > Supplier Portal > Supplier Portal > Template

Configuration

2. On the Template Configuration page, use the filter to search for the

supplier. The filter fields include Contractor Name, PAN, City, Work

Category, Work Sub Category, and more.

3. After locating the supplier, select a template from the Template field in

the filter. Then, scroll down, checkmark, and select the menu items to be

displayed on the supplier’s portal.

4. Click Update.

8.7.1.4 Home News

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8.7.1.5 Home Page Images

Owners can upload and manage images displayed on the supplier portal’s home

page. This could include promotional banners, project images, or any other

relevant visuals.

To upload an image, follow the below steps:

1. Navigate to Purchase > Supplier Portal > Supplier Portal > Home Page

Images.

2. Move the cursor to the top right and click Add Images.

3. Enter the Title, Navigate Url, validity dates, and Description. Click Choose

File, select a file from the local storage, and then click Open.

4. Click Submit.

8.7.1.6 Partners

Here, developers can list their partners, such as contractors, subcontractors, and

other key stakeholders. This helps in acknowledging partnerships and provides

suppliers with a network of associated entities.

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To add a partner, follow the below steps:

1. Navigate to Purchase > Supplier Portal > Supplier Portal > Partners

2. Move the cursor to the top right and click Add Partner.

3. Once you click on Add Partner, you will be prompted to fill in and select

the necessary details as mentioned in the table below.

Fields

Explanation

Partner Name

Enter the name of the partner

Frequency

Specify the frequency in days, from 0

to 60, for how often the partnership

information or associated content

should be updated or reviewed. A

value of 0 might indicate that no

regular updates are required

Partner Path*

Choose a file

Valid From*

Select the start date from which the

partnership is considered active

Navigate URL

Enter a URL that users can navigate

to for more information about the

partner.

Alternate Text

Provide alternative text for any

images or media associated with the

partner. This improves accessibility

and provides a text description for

users who cannot view the media.

Description

Provide a detailed description of the

partner and the nature of the

partnership. Include information about

the partner's role, contributions, and

other relevant details.

4. Click Submit

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8.7.1.7 Help Desk

This feature provides a platform for suppliers to reach out for help and support.

To create a help desk, follow the below steps:

1. Navigate to Purchase > Supplier Portal > Supplier Portal > Help Desk

2. Move the cursor to the top right and click Add Help Desk

3. Choose Contact Name*, Gender, Phone*, Mobile*, Email* and Chat ID*.

4. Click Submit.

8.7.1.8 Feedback

The Feedback allows the owner to create a standardized feedback form.

Suppliers can use this form to provide feedback on various aspects, ensuring

that the feedback is collected in a consistent and structured manner.

To add a feedback master, follow the below steps:

1. Navigate to Purchase > Supplier Portal > Supplier Portal > Feedback

2. Move the cursor to the top right and click Add Feedback.

3. Enter Title, Description, and Email. Select an employee to whom the

feedback will be assigned from the Assigned Employee* field.

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4. Click Submit

8.7.1.9 Contacts Category

This allows the owner to organize and manage supplier contacts into various

categories for better segmentation and targeted communication. Categories can

be based on supplier types, regions, or other relevant criteria.

To add a contact category, follow the below steps:

1. Navigate to Purchase > Supplier Portal > Supplier Portal > Contacts

Category.

2. Move the cursor to the top right and click Add Contacts Category.

3. Enter the Category Name.

4. Click Submit.

8.7.1.10 Contacts

This feature is used to manage the list of contacts relevant to the contractor. It

includes details such as names, roles, phone numbers, and email addresses. It

serves as a directory for suppliers to find and connect with the appropriate

personnel.

To add a contacts master, follow the below steps:

1. Navigate to Purchase > Supplier Portal > Supplier Portal > Contacts

Master

2. Move the cursor to the top right and click Add Contact.

3. Select the Category and the employee name who will be the point of

contact for the supplier from the Employee Name field. Enter the Display

Name, Phone Number, Email ID, and FAX.

4. Click Submit.

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8.7.2 Menu Configuration

Menu Configuration allows the owner to configure the navigation menu for

suppliers. They can choose which menu items (e.g., Home, Purchase Orders,

Payments, Quotations, Invoice, etc.) will be visible and accessible to the

contractors. This ensures that suppliers only see the functionalities relevant to

their role.

To configure the supplier menu, follow the below steps

1. Navigate to Purchase > Supplier Portal > Menu Configuration

2. Once you are on the Menu Configuration page, search for the supplier

using the filter options, which include fields such as Supplier Name, PAN,

City, Work Category, Work Sub Category, etc. Alternatively, you may click

Go without filling in or selecting any field in the filter if you want to

configure the supplier menu for all suppliers. In this case, after clicking

Go, checkmark Select All in the Select Supplier field.

3. Once you select the supplier(s), checkmark and select from the list of

menu items which will be visible on the supplier’s portal.

4. Click Update.

8.7.3 Send User Login

This functionality helps with the creation and distribution of login credentials to

new supplier users. This feature automates the process of generating and

sending usernames and passwords, ensuring that suppliers can access the portal

without delays.

To send user credentials, follow the below steps:

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1. Navigate to Purchase > Supplier Portal > Send User Login > Send User

2. On the Send User Login page, use the filter to search for the supplier. The

filter options include Supplier Name, Supplier Code, etc. Then, select an

action from the Mode field in the filter and click Go.

3. Scroll down, checkmark, and select the supplier.

4. Click Enable.

8.7.4 FAQ’s

8.7.4.1 FAQ

This is where the actual FAQs are listed, categorized under the appropriate

sections. Contractors can refer to this section to get answers to their questions

without needing to contact support.

To add an FAQ, follow the below steps:

1. Navigate to Purchase > Supplier Portal > FAQs

2. FAQs will open with the FAQ tab by default (the other tab being FAQ

Category). Move the cursor to the top right and click Add FAQs

3. Choose a Category from the drop-down. Enter a Question and an Answer.

4. Click Submit.

8.7.4.2 FAQ Category

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Company can create categories for frequently asked questions (FAQs) to

organize them by topic. This makes it easier for suppliers to find answers to

common queries.

To add an FAQ Category, follow the below steps:

1. Navigate to Purchase > Supplier Portal > FAQs

2. Once the FAQs page opens, click on the FAQ Category tab

3. Move the cursor to the top right and click Add FAQ Category

4. Enter the Category Name and Description.

5. Click Submit.

8.8 Reports

8.8.1 Cash Flow

8.8.1.1 Purchase Cash Flow Details

8.8.2 Inventory

8.8.2.1 Delivery Delay Report

8.8.2.1.1 PO

8.8.2.1.2 Intent

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8.8.2.2 Excess Material Details Report

8.8.2.3 GRN Material Rejected Report

8.8.2.4 GRN Register Report

8.8.2.5 GRN Rejection Note

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8.8.2.6 Indent Report

8.8.2.7 Indent to Issue Report

8.8.2.8 Inventory Status Report

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8.8.2.9 Item Wise Stock Report

8.8.2.10 Last Rate Report

8.8.2.11 List of Approved Purchase Orders

8.8.2.12 List of GRN for an Item

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8.8.2.13 Material Variation Statement

8.8.2.14 Material Wise Indent Report

8.8.2.15 Material Wise Purchase Report

8.8.2.16 Pending GRN for Certification Report

8.8.2.17 Pending PO Report

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8.8.2.18 PO Register Report

8.8.2.19 Supplier Wise Material Status Report

8.8.3 Material Sales

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8.8.3.1 Material Sales Receipt Outstanding

8.8.4 Purchase Order

8.8.5 Supplier

8.8.5.1 Inactive Supplier List

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8.8.5.2 Supplier Evaluation Report

8.8.6 Supplier Payment

8.8.6.1 List Advance Certificates Report

8.8.6.2 Purchase Debit Note Report

8.8.6.3 Purchase Supplier Advances Certificates

8.8.6.4 Purchase Supplier Certificates

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8.8.6.5 Purchase Supplier Outstanding Report

8.8.6.6 Purchase Supplier Transporter Certificates

8.8.6.7 Purchase TDS Surcharge Report

8.8.6.8 Supplier Outstanding Advance Report

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8.8.6.9 Supplier Outstanding Report With Ageing

8.8.6.10 Vendor Outstanding Report

8.8.7 Transfer Order

8.8.7.1 Material Wise Transfer Summary

8.9 Utilities

The Utility functionality is an important component that is designed to handle

situations where sudden and significant changes need to be made, particularly in

bulk, to various aspects of the system. This feature ensures that the In4Suite

application remains flexible, responsive to regulatory changes, and capable of

managing extensive data efficiently.

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8.9.1 PO Tax Utility

Description: To replace an existing (expired) tax with a new tax.

Follow the below steps to change tax percentage

1. Under From Tax, select Project, Purchase Order Type, Tax Category and

Tax Sub Category from the drop-down lists

2. Under To Tax, select Tax Category, and Tax Sub Category.

3. Click Go. Then, select a PO number from the list and click Submit.

Note: The sub-tax categories must be different, or the action will fail. This is

because you are migrating the purchase order from one tax to another.