Procurement process in Rapisurv is a bundle of four applications. The purchasing app, Invoicing, Material requirements, and the Inventory applications.

Purchasing

Rapisurv purchasing application is an easy-to-use integrated solution that helps the project team and the purchasing team manage procurement in a well-coordinated process and system. The project engineer or a project team member can create a project demand which in turn will drive a purchase order creation by the procurement team. The demand and the purchase order can be linked to either a contract line item or an issue that was already created for the project, this integration helps to show what is generating the demand, makes audit of materials easier and improves overall transparency of the project spend. 

Goods receipt and acceptance are easy to manage in the same purchase order view giving visibility to the processor to see purchasing, delivery and acceptance data together. A purchase order can be sent to a vendor who is inside Rapisurv, you can send to outside email, or you can simply invite your vendor to collaborate on the project and send purchase order to them as a collaborator in this case you benefit from the process integration within Rapisurv. Delivery can be done on project location and entered by the site engineer or any other responsible person at the location and the acceptance is a second step ensuring that all goods delivered are to the correct specification and quantity, this acceptance step can be done by the procurement team in the back office. 

Types

A purchase order could be for "Supply", Sub-contract" or "Trade". The ‘Trade” P.O are used to manage services that can be invoiced multiple times. Other types can only have one invoice per order.

Invoicing

The invoicing application is closely integrated with the purchasing application where your vendor can submit an invoice directly from the Purchase order after the goods have been accepted by the issuing organization. When delivery is entered against a purchase order the acceptance step can proceed and the acceptance will trigger invoicing process on the part of the vendor, the create invoice option becomes active on the purchase document view of the vendor when the acceptance is done whether as a Rapisurv user or as an invited collaborator. With a click an invoice can be generated and it is a two-way match between the invoice and the purchase order, which helps the accounts payables department to process invoice for payment without a lot of review or audit effort. The invoicing for ‘Trades” is handled the same way but exempted from the two-way matching. 

Inventory management

The Inventory application is a part of the material solution that is integrated seamlessly with the purchasing application. You can manage inventory at a project location by posting goods receipt and goods issue for a purchase order. The quantity received can be tracked in the delivery tracking report, the material movement including the materials issued to project can be tracked in the project site inventory report. The inventory solution is simplified for construction industry application but can work for other use cases.

Materials scheduling

The material requirement generator can calculate all materials required for predefined descriptions in the bill of quantities and create a list of materials along with the quantities in their respective units, this can help contractors, or their procurement teams identify and confirm material requirements faster and to manage procurement better as they will be able to forecast material by element. This is dependent on material linkage to the project during estimating.

Procurement scheduling

With Rapisurv procurement schedule a planner can schedule the purchasing dates of materials by the work breakdown structure or at the contract level. This schedule helps to manage the dates for order placement and lead times, delivery and the determination of optimal dates to help manage resources more accurately. Using a simple interface, a planner can track delivery and view performance reports at project level. The procurement scheduling application integrates the work planning and the purchasing processes.