Purchase Requests
Capture structured internal requests for products, services or operational needs.
BUSINESS SOFTWARE & MANAGEMENT SYSTEMS
04 / 10
Procurement Management. From Request to Purchase.
Structure purchase requests, approvals, supplier quotations, purchase orders, receiving and procurement visibility through one connected business workflow.
01
REQUEST
Purchase Requests
02
CONTROL
Approval Workflows
03
PURCHASE
Purchase Orders
04
VISIBILITY
Procurement Reporting
01
OVERVIEW
Replace scattered purchasing with a structured process.
Procurement often involves multiple people, approvals, suppliers, quotations, documents and follow-ups before a purchase is completed.
When these activities are managed through email, spreadsheets, messages and paper, it becomes difficult to understand what has been requested, approved, ordered or received.
Incodiv Tech develops procurement management systems that organize the complete purchasing journey around structured records and business-defined workflows.
The solution can operate as an independent procurement application or become part of a wider ERP, inventory or business management platform.
02
PROCUREMENT CAPABILITIES
Manage the purchasing lifecycle from one connected system.
Approval Workflows
Route requests through configured review and approval stages.
Supplier Management
Maintain supplier profiles, categories, contacts and related purchasing information.
RFQ Management
Structure quotation requests and supplier responses where the procurement process requires them.
Quotation Comparison
Organize supplier quotation information for structured commercial comparison.
Purchase Orders
Generate and maintain purchase orders from approved procurement requirements.
Goods Receiving
Record deliveries and received quantities against relevant purchase orders.
Inventory Integration
Connect approved receiving activity with inventory movements where applicable.
Document Attachments
Associate quotations, supporting files and procurement documents with relevant records.
Status Tracking
Track requests through pending, approved, ordered and receiving stages.
Role-Based Access
Structure system access according to procurement roles and responsibilities.
Procurement Reporting
Review purchasing activity, suppliers, request status and procurement information.
03
BUSINESS CHALLENGES
Purchasing becomes difficult when the process lives everywhere.
Email-Based Requests
Purchase requirements are submitted through messages and emails without a central record.
Approval Delays
Teams manually follow up with approvers to understand whether requests can proceed.
Spreadsheet Tracking
Procurement status is maintained manually across multiple spreadsheets.
Supplier Information Gaps
Supplier details and quotations are stored separately from procurement transactions.
Limited Visibility
Management cannot easily see pending, approved, ordered or received requirements.
Purchasing & Stock Disconnect
Goods are purchased and received without a clear connection to inventory records.
04
PROCUREMENT WORKFLOW
Create a visible path from requirement to receiving.
Purchase Request
A department or user submits the purchasing requirement.
Review & Approval
The request moves through configured approval stages.
Purchase Order
Approved requirements are converted into structured purchasing activity.
Goods Receipt
Delivered products are recorded against the purchase order.
05
PURCHASE REQUESTS
Start procurement with a structured requirement.
Instead of requesting purchases through email or informal messages, employees can submit standardized purchase requests.
The request can capture relevant information such as department, items, quantities, requirement date, purpose, estimated amount and supporting documentation.
Department
Requested Items
Quantity
Estimated Cost
Required Date
Attachments
PURCHASE REQUEST
PR-000124
Pending Approval
ITEM
QTY
STATUS
Requested Item A
10
Pending
Requested Item B
05
Pending
APPROVAL ROUTE
Purchase Request Review
STEP 01
Request Submitted
Request captured
STEP 02
Department Review
Approved
STEP 03
Management Approval
Awaiting action
STEP 04
Procurement
Pending
06
APPROVAL WORKFLOWS
Route requests through the right people.
Approval requirements can differ based on department, request type, value or other business-defined conditions.
A procurement system can structure those approval stages so users can see where a request currently stands and what action is required next.
Single-Level Approval
Multi-Level Approval
Conditional Routing
Comments
Status Tracking
Notifications
07
SUPPLIER MANAGEMENT
Keep supplier information connected to purchasing.
Supplier information becomes more useful when it is connected with quotations, purchase orders and procurement history.
Supplier profiles can maintain business details, contacts, categories, status, supporting information and related procurement transactions.
08
RFQ & QUOTATIONS
Compare supplier options with better structure.
SUPPLIER
PRICE
DELIVERY
STATUS
Supplier A
Quoted
Available
Review
Supplier B
Quoted
Available
Received
Supplier C
Quoted
Available
Received
Keep quotations connected with the procurement requirement.
Where supplier quotation comparison forms part of the purchasing process, the system can maintain quotation records against the relevant request.
Commercial and operational information can then be presented in a structured format to support the organization's review process.
- Supplier quotations
- Price comparison
- Delivery information
- Supporting documents
09
PURCHASE ORDERS
Convert approved purchasing into structured orders.
Once the procurement requirement and supplier selection process are completed, the approved purchase can move into a purchase order.
Purchase orders can maintain supplier, item, quantity, pricing, delivery and related reference information.
PO Number
Supplier
Products / Services
Quantities
Pricing
Delivery Details
PURCHASE ORDER
PO-000458
Approved
SUPPLIER
Selected Supplier
Supplier information
ITEM
QTY
VALUE
Product / Service A
10
Amount
Product / Service B
05
Amount
ORDER VALUE
Purchase Order Total
GOODS RECEIPT
GRN-000219
PURCHASE ORDER
PO-000458
SUPPLIER
Selected Supplier
10
GOODS RECEIVING
Know what was ordered and what arrived.
Receiving can be recorded against the relevant purchase order, creating a clearer connection between procurement and delivery.
Depending on the process, the system can support complete or partial receiving and pass accepted quantities into inventory.
PO Reference
Received Quantity
Partial Receiving
Receipt Date
Receiving Notes
Stock Integration
11
INVENTORY CONNECTION
Connect purchasing with stock movement.
Where procurement and inventory are part of the same business platform, approved receiving can create the appropriate stock movement and reduce the need to enter the same information again.
Explore Inventory Management
12
STATUS VISIBILITY
See what is pending before chasing people.
Requests currently waiting for review or approval.
Approved requirements ready for the purchasing process.
Purchasing commitments already issued to suppliers.
Orders still waiting for complete or partial delivery.
13
PROCUREMENT REPORTING
Turn procurement records into management visibility.
Structured procurement data can help management review purchasing activity from different operational perspectives.
Purchase request status
Pending approvals
Purchase orders
Supplier activity
Department purchasing
Receiving status
PROCUREMENT DASHBOARD
Procurement Overview
New Request
Created
Approval
Completed
Purchase Order
Issued
14
CONNECTED BUSINESS
Procurement should connect with the rest of operations.
PROCUREMENT
Purchasing System
15
TECHNOLOGY
Built with technology selected for your system requirements.
React
TypeScript
ASP.NET
PHP
SQL Server
MySQL
REST APIs
Power BI
Power Automate
Cloud Hosting
16
OUR PROCESS
Digitize procurement around your actual purchasing rules.
DISCOVER
Understand Procurement
Review existing purchase requests, approvals, suppliers and receiving processes.
MAP
Define the Workflow
Map request, approval, quotation, ordering and receiving stages.
DESIGN
Structure the System
Define records, roles, statuses, documents and required integrations.
BUILD
Develop the Platform
Build the required procurement modules and business workflows.
VALIDATE
Test Business Scenarios
Review requests, approvals, POs, receiving and exception scenarios.
IMPROVE
Extend the Solution
Refine workflows and add capabilities as procurement requirements evolve.
17
WHY INCODIV TECH
Procurement software designed around business workflow.
Process-First Approach
We understand the procurement process before defining screens and modules.
Custom Approval Logic
Approval structures can reflect your operational requirements.
Inventory Integration
Purchasing and goods receiving can connect with inventory management workflows.
Structured Supplier Data
Supplier records remain connected with relevant procurement activity.
Reporting Focus
Procurement data is structured with operational visibility in mind.
Wider Business Integration
Procurement can become part of a wider ERP or business management platform.
18
RELATED SERVICES
Connect procurement with your wider business system.
19
FREQUENTLY ASKED QUESTIONS
Procurement system questions.
What is a procurement management system?
A procurement management system helps businesses structure purchasing activities such as purchase requests, approvals, suppliers, quotations, purchase orders and goods receiving.
Can employees submit purchase requests digitally?
Yes. Users can submit structured purchase requests containing the required items, quantities, justification, dates and supporting information.
Can purchase requests have multiple approval levels?
Yes. Approval workflows can be designed with one or multiple stages based on the organization's purchasing process and authorization structure.
Can the system manage supplier quotations?
Yes. Where required, quotation information and supporting documents can be associated with the relevant procurement request and supplier records.
Can approved requests become purchase orders?
Yes. The workflow can move approved requirements into structured purchase orders according to the required procurement process.
Can procurement connect with inventory?
Yes. Goods receiving can be connected with inventory so accepted quantities create the appropriate stock movement where the solution requires it.
Can we track pending purchase orders?
Yes. The system can provide status views for open orders, receiving progress and other procurement stages based on the implemented workflow.
Can the procurement system be part of our ERP?
Yes. Procurement can operate independently or as part of a wider ERP or business management solution containing inventory, finance and other operational modules.
STILL MANAGING PURCHASES THROUGH EMAIL & EXCEL?
Turn procurement into a structured digital workflow.
Connect purchase requests, approvals, suppliers,
purchase orders and receiving through one
practical business system.
