Sophia ERP Procurement Key features

Here are some of the ways that Sophia ERP procurement helps you control and manage organization-wide
spending without slowing your team down.

Purchase Request

Populate request orders with items to purchase.

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Approval Workflow

Route requisition orders for approval.

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Purchase Order

Ensure spend transparency with POs.

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Budget Management

See how much of your budget you’ve spent.

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Notifications

Receive system & email notifications in real time.

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Audit & Risk Mgt

Monitor the overall risk management framework.

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Contract Management

Manage contracts for purchase made

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Inventory

Manage inventory in different warehouses.

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Supply Management

Onboard and manage suppliers.

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Integration

Easy integration with essential tools

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Product Catalogue

Store product information for all items

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Reporting

View full history of all transactions.

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3-way Match

Match PO, Invoice and goods receipt.

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Track Purchases

Track order status through the workflow.

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Cloud Hosting

Store and host data on the cloud.

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Manage your spend, streamline your process and perfect your procurement process with our super flexible solution.

Say goodbye to complicated and paper processes, slow approval flow and resource wastages with our simple, robust, powerful and easy to use Procurement Solution. Say hello to proactive Procurement !

Requests

View and manage Requisition requests in one place
Process quotations from the suppliers and automatically make purchase decision.
Eliminate paper trail, reducing costs
Import list of items from an excel or CSV file

Approval Log

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Approvals

Control your procurement process with the Approval workflow.
Customize your approval workflow based on your organization’s approval policy
Set approval criteria for each department, category of item or cash request
Assign approvals on purchase order, requisitions, invoices, or even expenses.
Configure special approval process for specific situations.
Control spend by ensuring every approval is subjected to appropriate oversight at every stage.
Graphically track the past and current requests, see where each requisition and order is in the approval process, delegate approvals, add comments, re-route and escalate as required

Purchase Orders

Eliminate errors arising from manual data entry
Automate Purchase Order creation
Instantly convert Approved Requests into orders in seconds
Automatically generate POs and also send as an exportable PDF file.
Automatically send generated POs to selected vendors.
Manage and track status of all the Purchase Orders within the company.
Attach multiple documents when sending to suppliers and/or other stakeholders

Purchase Orders

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Budget Management

Create, manage and track spend based on budgets on every project and item.
Track Company purchases with a simple click.
Set up budgets by locations, departments, projects, and more.
Gauge purchase impact on a specific budget before approving.
Review real-time graphs that show actual over-committed spending.

Notifications

Notify all stakeholders within the procurement process flow
Set up notifications for Requisition, Approvals, Order status updates, Items Received, etc.
Keep staff notified about actions required per stage
Real-time communication on the go.

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Audit and Risk Management

Identify potential risks and take action
Fix potential issues around relationship with Suppliers based on the contract clause and fulfilment realities.
Close the gap on supply chain bottlenecks with insights from trends.
Use transaction Audit trail to mitigate fraud and risks
Use the Internal controls to ensure compliance

Contract Management

Store time-date contracts, report, review and notify for expiration dates of contracts.
Link Purchase Orders to contracts
Attach and store a legal agreement file between the supplier and the user. For future reference.
Manage contract reports and see all contracts created.
Download contract reports.

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Inventory

Manage inventory in different warehouses and locations.
Track stock items & set reorder points.
Build distribution channels.
Book in received items to update inventory.
Fulfill placed requisition orders from existing inventory levels.

Reporting

Reports feature lets users see important financial information that helps him evaluate the financial performance of the company as well as communicate the past successes.
Access to the real-time data.
Create custom reports.
Easily export reports that are generated and stored on the system.

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3-way Match

Automate real-time matching of Purchase Order, Receipt and Invoice.
Track Discrepancy or errors.
See supplier's invoices tolerance rates.
Perform order revision

Track Purchases

Keep an eye on each Purchase Order lifecycle.
Keeping every stakeholder aware and informed at each stage.

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Cloud Hosting

Our Cloud hosting platform guarantees 24/7 availability.
Enabling optimal operations from any location every time.

Product Catalogue

Store all product category for items that are available for purchase.
Import and organize your Inventory, materials, etc in an easily accessible database .
Maintain product part numbers, prices, stock levels and product pictures.

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Supplier Management

Easily Enroll and On-board Suppliers.
Manage suppliers profile.
Track purchases and all transactions from suppliers.
Communicate directly to suppliers
Rate supplier performance using the SLA from their Contract.
Generate transaction Reports per supplier.

Integration

Easily integrate with 3rd party software etc.
Request API and set up custom integrations.
Import and export CSV or Excel files.
Sync account codes, vendors, and more for seamless transfer of data.

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