Procurement

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Frequently Asked Questions

Business

FAQs coming soon

Functional

Yes. ROCKEYE allows users to associate multiple contact persons within a single vendor profile to streamline communication, documentation, and follow-ups.

Yes. During the Goods Receipt Note (GRN) process, the system enables quality verification between received and accepted quantities. Users can log discrepancies, upload supporting documents, and leave remarks for traceability.

Vendor performance is tracked through built-in rating mechanisms based on parameters like:
- Pricing accuracy
- Delivery timelines
- Compliance with terms
- Performance insights are available for sourcing decisions and audits.

Vendors are provided access to a dedicated portal where they can:
- View and respond to requisitions
- Submit quotations
- Acknowledge orders
- Track their transactions

Vendors receive real-time alerts through:
- Email notifications
- In-portal messages
These are based on the configured communication preferences.

If goods are damaged or rejected during the GRN process, users can record the rejected quantity and remarks. The procurement team can initiate vendor returns or replacement processes, and financial adjustments can be handled through the accounts payable process if required.
The system allows users to record returns or damaged goods, and it supports the issuance of credit vouchers that can be applied to future transactions with the vendor.

Yes. Users can monitor the full lifecycle of each Purchase Order (PO), including:
- Pending
- Partially fulfilled
- Completed
Approvers receive dashboard alerts and can approve POs directly from the notification panel without navigating through multiple screens.

No. Once a PO is confirmed, it cannot be edited. Any required changes must be made by canceling and reissuing a new PO to ensure audit compliance.

Yes. The system maintains a purchase price history for each item and allows predefined or ad-hoc discounts to be applied during PO creation.

Yes. Deliveries can be routed to multiple departments, warehouses, or branch locations during PO processing, based on organizational needs.

Yes. Budget checks are enforced at the Purchase Requisition (PR) stage. If the budget is exceeded, the system will flag the transaction but may still allow it based on configured exception rules.

Yes. ROCKEYE allows:
- Contract-based procurement with quantity/price/time tracking
- Auto-adjustment of contracted quantities as POs/GRNs are processed
- Document attachment to contracts and transactions for audit readiness

Yes. The system provides a provision to bypass standard workflows and issue emergency POs quickly, ensuring business continuity in urgent situations.

Yes. ROCKEYE supports multiple global languages and can be configured per user, department, or region based on operational preferences.

Yes. A light version of procurement is available with streamlined PO approvals and optional removal of RFP or tendering steps. Workflows can also be tailored per client requirements.

Yes. Users can filter and view Purchase Orders based on statuses such as Draft, Pending Approval, Approved, Partially Received, and Completed.
Yes, the system displays Purchase Orders by status (open, approved, partially paid, unpaid). Each PO’s history can be tracked individually, and approvers receive dashboard notifications for pending approvals.

Yes, it supports bulk and long-term vendor contracts with locked-in prices and delivery schedules (e.g., quarterly deliveries).

Yes, the vendor performance module evaluates vendors based on delivery timelines, product quality, pricing, and other criteria.

Vendor selection is managed through the RFQ/RFP process. Procurement teams can send RFQs to selected vendors, receive responses, and use the vendor comparison feature to compare pricing, delivery timelines, and other parameters before selecting the final vendor and generating the Purchase Order.

While creating RFQ/RFP in that form we have an option for the payment break up where we can add the payment condition (Advance , on GR or on invoice) and when we create PO that time we can add delivery planning where logistic and driver process will be involved

This scenario is typically handled through negotiation with the vendor. If required, discounts or adjustments can be applied in the Purchase Order or managed through financial adjustments.
We can manage that in PO if we are returning old asset we can add that in the remaks or note and accordingly in the discount line we can add the amount based on the old asset

Cost of Goods Sold (COGS) calculation is generally managed within the Inventory and Finance modules. Procurement contributes by capturing purchase cost data which is later used in financial calculations.
Yes, it tracks raw material costs, labor charges, machine expenses, and other production costs to calculate the final product cost.

Yes. Department users can create Purchase Requisitions which are routed through configured approval workflows before moving to sourcing or PO stages.

Yes. ROCKEYE supports configurable multi-level approvals based on department, purchase value, or organizational hierarchy.

Yes. Approved PRs can be converted into RFQs/RFPs for vendor sourcing or directly into Purchase Orders depending on the procurement policy.

Yes. A single Purchase Requisition can include multiple items or services with quantities, specifications, and required delivery dates.

Yes. Users can attach specification documents, drawings, or additional instructions to requisitions and RFQs.

Yes. Organizations can configure approved vendor lists for items or categories to ensure procurement from authorized suppliers only.

Yes. RFQs can include response deadlines so vendors must submit their quotations before the specified closing date.

Yes. Vendors can attach supporting documents such as product specifications, certificates, or compliance documents when submitting quotations.

Yes. RFQs can be updated or cancelled if required, and vendors are notified of any changes.

Yes. The vendor comparison feature allows procurement teams to compare vendor quotations across parameters such as price, delivery time, and terms.

Depending on procurement policy, organizations may split procurement across multiple vendors by creating separate Purchase Orders.

Yes. Item master catalogs can be maintained so users can quickly select predefined items while creating requisitions.

Yes. Dashboards and reports allow users to track requisitions pending approval, rejected requisitions, and approved requests.

Yes. Requisitions can be edited or updated until they are approved. Once approved, changes require cancellation or revision.

Yes. Once a vendor is selected after comparison, the system allows direct generation of a Purchase Order from the approved quotation.

Yes. Delivery schedules can be specified in the Purchase Order to support phased or scheduled deliveries.

Yes. Payment terms such as advance payment, milestone payments, or payment after delivery can be defined in procurement documents.

Yes. The system tracks ordered quantities versus received quantities to identify pending deliveries.

Yes. Goods can be received partially, and the system tracks remaining quantities against the Purchase Order.

Yes. If enabled in the inventory configuration, batch numbers or serial numbers can be captured during GRN.

Yes. Authorized warehouse users can create GRNs based on approved Purchase Orders.

Yes. The system records received, accepted, and rejected quantities, enabling discrepancy tracking.

Yes. Delivery timelines and actual receipt dates allow tracking of supplier delays and performance.

Yes. Documents such as contracts, specifications, and communication records can be attached to procurement transactions.

Yes. Procurement records can be filtered using multiple parameters such as vendor, department, location, or item category.

Yes. ROCKEYE supports multi-branch and multi-location procurement operations.

Yes. Procurement dashboards and reports provide visibility into spending by vendor, category, department, or time period.

Yes. Users can reference previous procurement transactions to speed up new order creation.

Yes. Procurement reports can highlight frequently purchased items and spending trends.

Yes. Items can be categorized to enable structured procurement reporting and analysis.

Yes. The system tracks vendor responses to RFQs, allowing procurement teams to evaluate vendor participation.

Technical

Yes, the system supports multi-language and multi-currency transactions, along with tax configurations based on country-specific rules.

We can manage procuring with internet (e-commenrce website ) need API to integrate with

Yes, ROCKEYE ERP provides REST API support for integrating with external procurement platforms, supplier networks, and third-party systems.

ROCKEYE offers multiple deployment models:
- Cloud-hosted by ROCKEYE (SaaS)
- On-premise installation on client servers
- Hybrid deployment for sensitive data environments
- Deployment mode can be chosen based on IT policy, security, and scalability requirements.

Every procurement transaction, approval, and update is logged with timestamps and user details, ensuring complete traceability.

Yes, reports can be generated and exported in formats such as Excel, PDF, and CSV for external analysis.

Yes, workflows can be configured with multi-level and conditional rules, such as approval limits based on purchase value or department.

Yes. When goods are received through GRN, inventory stock levels are automatically updated in the warehouse module.

Yes. Procurement transactions such as GRNs and purchase invoices integrate with financial modules for accounting entries.

Yes. Depending on configuration, procurement transactions can automatically create accounting entries in the finance module.

Yes. Users can view procurement insights through dashboards that summarize requisitions, orders, and vendor activity.

Yes. Reports can be generated and exported regularly to support management reporting.

Yes. As part of ROCKEYE ERP, the procurement module is designed to support scalable operations across organizations of different sizes.

Yes. User roles and permissions can restrict access to procurement functions based on responsibilities.

Yes. Workflow configurations can be updated to accommodate changes in procurement policies or organizational structures.

Yes. Changes to procurement transactions are recorded in audit logs for traceability.

Yes. Procurement data can be exported or integrated with external analytics tools for advanced reporting and insights.

Yes. Procurement documents and attachments are stored securely within the system with controlled access.

Yes. Notifications can be triggered for approvals, RFQ responses, order confirmations, and other procurement activities.

Yes. Organizations operating multiple entities can manage procurement centrally while maintaining entity-level records.

Yes. API integrations can enable data exchange between procurement, logistics, and warehouse management systems.

Yes. Dashboards and reporting tools provide real-time visibility into procurement operations and transactions.

Yes. Workflow automation helps reduce manual processing and improves procurement efficiency.

Yes. Detailed logs, document storage, and transaction tracking help organizations meet compliance and audit requirements.

Yes. The system maintains traceability from requisition creation to vendor selection, purchase order issuance, goods receipt, and financial settlement.

Yes. Historical procurement records can be stored and used for long-term reporting and analysis.

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