Inventory, Retail & Commerce
Procurement and Supplier Management System
A procurement system that takes purchases from requisition through quotations, approvals, purchase orders, delivery and invoice matching, with a managed supplier register.
- Web-based
- Android
- iOS
Overview
Procurement and Supplier Management System
A Procurement and Supplier Management System brings structure and accountability to the way an organisation buys. Extrion Tech develops it to follow your own purchasing policy: who can request, how many quotations are needed at each value, who approves, and how deliveries and invoices are checked before payment.
Departments raise requisitions against their budget lines, procurement officers invite quotations from registered suppliers and compare them side by side, and approvals follow the thresholds the organisation sets. Purchase orders are issued electronically, goods received notes confirm delivery and supplier invoices are matched three ways against order and receipt before they go to finance. For organisations in Zanzibar or elsewhere in Tanzania that must follow public or donor procurement rules, the required methods, documents and thresholds are agreed with the client during scoping.
The supplier register holds company documents, contacts, categories and performance ratings based on delivery time, quality and price. Expiring documents trigger reminders. Managers can see open requisitions, committed spend against budget and supplier performance at any time, and every decision in a purchase carries a record of who made it and when.
Business problems it addresses
- Purchases are made without approval or before quotations are compared.
- Paper requisitions are slow and get stuck waiting for signatures.
- Invoices are paid for goods that were never fully delivered.
- Supplier documents expire unnoticed and poor suppliers keep being used.
- Committed spend against budget is unknown until invoices arrive.
Interface
Five screens of the system
Illustrative mockups with sample data — not screenshots of a client’s system.
Workflow
From requisition to supplier payment
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1
Purchase requisition
A department requests items or services against a budget line.
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2
Requisition approval
Head of department and budget holder approve within set limits.
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3
Request for quotation
Procurement invites quotations from suitable registered suppliers.
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4
Evaluation and award
Quotations are compared on price, terms and delivery; award is approved.
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5
Purchase order
An approved purchase order is issued to the selected supplier.
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6
Goods receipt
Stores record delivered quantities and quality against the order.
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7
Invoice matching
Invoice is matched to order and receipt, then released to finance.
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8
Supplier evaluation
Delivery, quality and price performance update the supplier rating.
Functions covered
Modules and what they do
01 Purchasing
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Requisitions
Captures requests with items, justification and budget line.
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Quotations and RFQs
Sends requests for quotation and compares supplier responses side by side.
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Purchase orders
Issues numbered purchase orders with terms, delivery dates and amendments.
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Approval workflows
Routes documents by value, department and category to the right approvers.
02 Receiving and payment
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Goods received notes
Records full or partial deliveries and rejected items.
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Invoice matching
Matches invoices to orders and receipts and flags price or quantity differences.
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Budget commitments
Shows committed and spent amounts against each budget line.
03 Suppliers
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Supplier register
Keeps supplier details, categories, bank details and company documents.
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Supplier performance
Rates suppliers on delivery time, quality and price compliance.
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Supplier portal
Optional / subject to scope
Lets suppliers submit quotations, documents and invoices online.
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Tender management
Optional / subject to scope
Supports formal tenders with bid opening and evaluation committees.
Technology stack
Technology selected for this solution
These are the technologies planned for this type of system. The final stack depends on scale, performance, licensing, infrastructure, integrations and your requirements.
Frontend
Backend
Database
Infrastructure
Integrations
Security & data integrity
Protecting your data and its accuracy
Approval rights follow the delegation of authority, supplier bank details can only be changed by authorised users with a logged record, and document retention periods are agreed with the client.
Standard protections
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Role-based access control
Each user sees only what their role allows.
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Authentication and authorisation
Every request is checked for a signed-in, permitted user.
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Fine-grained permissions
Permissions per module and action, such as view, edit or approve.
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Secure password storage
Passwords are stored using strong one-way hashing, never in plain text.
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Encryption in transit
HTTPS/TLS protects data between users and the server.
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Server-side input validation
All input is validated on the server before it is saved.
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Protection against common web vulnerabilities
Defences against injection, cross-site scripting and request forgery.
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Database constraints and transactions
Constraints and transactions keep related records consistent.
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Audit logs
Important actions are recorded with who, what and when.
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User activity history
A history of each user’s activity for supervisors and administrators.
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Backup and restoration
Scheduled backups with tested restoration procedures.
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Session management
Session time-outs and the ability to sign out other devices.
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Data export controls
Exports limited to authorised roles and recorded.
Optional advanced protections
- Multi-factor authentication A second sign-in step for selected or all users.
- Single sign-on Sign in with your organisation’s identity provider where supported.
- Encryption at rest Sensitive data encrypted on disk where the infrastructure supports and is configured for it.
- Data retention and deletion policies Retention periods and deletion rules agreed with you.
- Secure API access Authenticated, rate-limited access for integrations.
Data integrity
Each purchase links requisition, quotations, order, receipt and invoice, so no document can be paid without its predecessors. Approval limits are enforced by the system rather than by convention, and amendments create new versions instead of overwriting history. Three-way matching reconciles quantities and prices before an invoice is released.
Security controls are configured for each project. We do not claim certification, compliance or immunity from attack unless independently verified for your deployment.
Customisation & integration
Tailored to how you work
We tailor modules, reports, permissions, workflows, branding and integrations to your organisation. Tell us which features you need when you request a quote.
- Approval thresholds and delegation of authority
- Number of quotations required by value band
- Procurement methods and document templates
- Supplier categories and rating criteria
- Budget structure and accounting integration
Deployment & support
From go-live to continuous improvement
Onboarding, data migration, training, maintenance, technical support and future enhancements are services we scope into your project.
Bringing records from spreadsheets or older systems, checked and reconciled.
Role-based training for users, supervisors and administrators.
Technical support and maintenance under an agreed support plan.
New modules, reports and integrations as your organisation grows.
Pricing
Pricing tailored to your requirements
Every organisation has different workflows, users, infrastructure, and integration needs. Request a quotation for a solution designed around your requirements.
- Number of users, branches and modules
- Customisation and integrations
- Hosting: cloud, your server or hybrid
- Data migration and training
- Support and maintenance plan
Inventory, Retail & Commerce
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