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Procurement Dashboard

The Procurement module manages the entire procure-to-pay lifecycle in JobNext — from the moment a project site raises a material or service requirement, through sourcing vendors, comparing offers, issuing purchase or work orders, receiving goods, and finally registering vendor bills for payment. It operates in two parallel tracks: Material Procurement (MR → RFQ → PO → MRN) and Service/Subcontractor Procurement (WR → RFP → WO → Measurement). Both tracks converge on Vendor Billing & Payment in the Finance module.

End-to-End: Procure to Pay 0:46
Navigation: Main Menu → Procurement (this loads the Dashboard with KPI cards and charts)
Procurement Dashboard showing KPI cards for cycle times, open requisitions, PO/WO outstanding amounts, and spend trend charts
The Procurement Dashboard with date filters, KPI cards (top), and trend/funnel charts (bottom).

End-to-End Procurement Workflow

The diagram below shows both procurement tracks side by side. The Material Procurement flow runs across the top (blue lane) and the Subcontractor/Service Procurement flow runs across the bottom (purple lane). Two bypass paths exist: Quick Orders skip the requisition and sourcing steps, and Rate Contracts allow POs at pre-agreed rates.

End-to-end procurement workflow showing Material (MR, RFQ, Vendor Offers, PO, MRN, Bill) and Subcontractor (WR, RFP, WO Offers, WO, Measurement, Bill) tracks
End-to-end Procurement workflow — Material flow (top) and Subcontractor flow (bottom) with Quick Order and Rate Contract bypass paths.
StageMaterial TrackService TrackSystem Output
1. Request Material Requisition (MR) — site team raises demand for materials from the approved budget. System validates quantity and rate against the job estimate. Work Requisition (WR) — site team requests subcontractor services for specific work items from the approved estimate. MR or WR document with budget-checked line items
2. Source Request for Quotation (RFQ) — created from approved MR items. Sent to multiple vendors to obtain competitive pricing. Request for Proposal (RFP) — created from approved WR items. Sent to subcontractors for service proposals. RFQ or RFP document sent to invited vendors
3. Compare Vendor Offers — vendor responses are recorded and compared using a Comparative Statement. L1/L2 ranking helps select the best offer. WO Offers — subcontractor proposals are recorded and compared. Includes recovery items and tax evaluation. Comparative Statement with vendor ranking
4. Order Purchase Order (PO) — auto-populated from the selected vendor offer. Includes items, taxes (dual GST), payment terms, T&C, and delivery schedule. Work Order (WO) — auto-populated from the selected subcon offer. Includes work items, recovery deductions, taxes, and payment milestones. PO or WO (Draft → Approved → Sent to vendor)
5. Receive Material Receipt Note (MRN) — records physical receipt of goods at the warehouse. Accept/reject quantities, assign putaway locations, create stock lots. Measurement — site records work completion (monthly or milestone-based) with optional dimension calculations. MRN (stock lots created) or Measurement record
6. Pay Vendor Bill — register the vendor’s invoice against MRN(s), then create a payment voucher in Finance. Running Bill — register the subcontractor’s running account bill after measurement approval, then create a payment voucher. Payment voucher posted to Finance ledger
Shortcut paths: Quick Orders bypass Steps 1–3 and jump directly to PO or WO creation for urgent or repeat purchases. Rate Contracts bypass Step 3 (comparison) by using pre-negotiated vendor rates — the PO is created at the agreed contract rate.

Dashboard Filters

The filter bar at the top of the Procurement Dashboard controls all KPI cards and charts. After changing any filter, click the Search button (blue magnifying glass) to refresh.

FilterDescriptionDefault
From Date * Start date for the reporting period. Only transactions created on or after this date are included. First day of current month
To Date * End date for the reporting period. Today
Region Filter by geographic region to focus on a specific area of operations. All regions

KPI Cards

The dashboard displays fourteen KPI cards arranged in two rows. The first row tracks cycle times (how many days each procurement step takes on average), and the second row shows volume and value metrics.

Cycle Time KPIs (Row 1)

KPI CardHow It’s Calculated
RFQ → OFFER (Days) Average number of days between RFQ creation and the first vendor offer being recorded.
OFFER → PO (Days) Average days between vendor offer selection and PO approval.
PO → DELIVERY (Days) Average days between PO approval and first MRN receipt.
RFP → OFFER (Days) Average days between RFP creation and subcontractor offer recording.
OFFER → WO (Days) Average days between WO offer selection and WO approval.
WO → MEASUREMENT (Days) Average days between WO approval and first measurement entry.

Volume & Value KPIs (Row 2)

KPI CardHow It’s Calculated
POs ON-TIME % Percentage of POs where the first MRN was received on or before the expected arrival date.
WOs ON-TIME % Percentage of WOs where measurement completion was on or before expected completion date.
OPEN REQUISITIONS Number of MRs and WRs that have not yet been fully converted into POs/WOs or filled from stock.
OPEN POs Purchase Orders in Approved status that still have outstanding (undelivered) quantities.
OPEN WOs Work Orders in Approved status with incomplete measurements.
PO OUTSTANDING (INR) Total value of PO line items not yet fully received and billed, converted to INR.
WO OUTSTANDING (INR) Total value of WO work items not yet fully measured and billed, converted to INR.
PRICE VARIANCE % Percentage difference between budgeted material rates and actual PO rates, indicating procurement efficiency.
Note: KPIs display “—” when there is no data for the selected period. Cycle time KPIs require at least one completed transaction pair (e.g., both an RFQ and an Offer) to compute.

Dashboard Charts

Below the KPI cards, the dashboard displays up to fourteen charts that visualize procurement trends, spend distribution, and vendor performance. All charts update when the date and region filters are applied.

Procurement Dashboard charts showing cycle time trends, spend analysis, and procurement funnels
Dashboard charts section showing spend trends, vendor payment status, procurement funnels, and delivery performance.
ChartTypeWhat It Shows
Cycle-time Trend Line Monthly trend of average cycle times across all procurement stages (Req→RFQ, RFQ→Offer, Offer→PO, PO→Delivery) to identify bottlenecks.
Lead Time by Category Bar Average procurement lead time broken down by material category, showing which categories take longest to source.
Spend Trend (PO vs WO) Line Monthly comparison of material PO spend vs. subcontractor WO spend to track procurement mix over time.
Price Variance — Top 10 Bar Top 10 materials with the largest percentage variance between budgeted and actual purchase rates.
Vendor Payment Status Stacked Bar Paid, Unpaid, and Overdue amounts per vendor — helps treasury and accounts payable prioritize payments.
PO Aging Buckets Bar Outstanding PO value grouped by age brackets (0–30, 31–60, 61–90, 90+ days) to flag overdue deliveries.
WO Aging Buckets Bar Outstanding WO value grouped by age brackets for subcontractor payment tracking.
Material Procurement Funnel Funnel Visualizes document conversion from Requisition → RFQ → Offer → PO → Delivered, showing drop-offs at each stage.
Service Procurement Funnel Funnel Visualizes WR → RFP → Offer → WO → Measured conversion for subcontractor services.
Job-wise Spend Split Donut Proportional procurement spend per job/project, identifying which projects drive the most purchasing activity.
Category Spend Donut Breakdown of total spend between Materials and Services (subcontractor work).
Promised vs Actual Delivery Line Monthly comparison of average promised delivery days vs. actual delivery days to evaluate vendor reliability.
Delivery Heatmap Heatmap Percentage of on-time deliveries by vendor and month — green cells indicate good performance, red cells flag delays.
Top Vendors by Spend (Pareto) Bar + Line Pareto chart showing top vendors ranked by spend with a cumulative percentage line — helps identify vendor concentration risk.

Purchase Order Lifecycle

The following diagram shows the complete lifecycle of a Purchase Order, from its three possible creation sources through approval, receiving (MRN), billing, and payment.

Purchase Order lifecycle flowchart showing creation from vendor offer, quick order, or rate contract through approval, MRN receipt, and vendor billing
Purchase Order lifecycle — from creation to delivery, billing, and payment.

Material Requisition Decision Flow

When a site team creates a Material Requisition, the system checks several conditions. The diagram below shows the decision flow: budget validation, stock-transfer vs normal MR, and whether to fill from existing stock or proceed to procurement (RFQ).

Material Requisition decision flow showing budget check, stock transfer decision, and stock availability check leading to either stock issue or RFQ creation
Material Requisition decision flow — budget validation, stock transfer handling, and issue-vs-procure decision.

The Procurement module has seven main sub-pages accessible from the left sidebar menu. Additional pages (Material Requisition, Work Requisition) are accessed from the Operations module, and MRN is accessed from the Logistics module.

Menu ItemModulePurpose
MaterialProcurementMaterial master catalog — categorize materials, define UOM, set tax rates, manage alternates and BOM
Vendor DirectoryProcurementCentralized vendor registry — 663 vendors with type classification, address, compliance details
Rate ContractProcurementPre-negotiated pricing agreements with vendors for recurring material purchases
RFQProcurementRequest for Quotation — create from MR, invite vendors, record offers, generate Comparative Statement
Purchase OrderProcurementPO management — create from vendor offer/quick order/rate contract, approve, track delivery and payment
RFPProcurementRequest for Proposal for subcontractor services — create from WR, invite subcontractors
Work OrderProcurementWork Orders for subcontractors — create from WO offer, manage items, recoveries, taxes, amendments
Material RequisitionOperationsRaise material demand from project site (Operations → Jobs → Material Requisition)
Work RequisitionOperationsRequest subcontractor services from project site (Operations → Jobs → Work Requisition)
MRNLogisticsRecord physical receipt of materials against PO (Logistics → Material Receipt Note)
Vendor PayablesFinanceRegister vendor bills and create payment vouchers (Finance → Transactions → Vendor Payables)

Document Code Patterns

Every procurement document is auto-numbered by the system using a consistent pattern tied to the job code:

DocumentCode PatternExample
Material RequisitionMR/{JobCode}/{MRId}MR/QAPCOF0001/323686
RFQRFQ/MR/{JobCode}/{MRId}/{RFQId}RFQ/MR/OMNISVC-QAPCOF0001/323686/69187
Purchase OrderPO/{JobCode}/{POId}PO/OMNISVC-QAPCOF0001/47631
MRNMRN/{POCode}/{MRNId}MRN/PO/OMNISVC-QAPCOF0001/47631/55001
Work RequisitionWR/{JobCode}/{WRId}WR/QAPCOF0002/22705
RFPRFP/WR/{JobCode}/{WRId}/{RFPId}RFP/WR/OMNISVC-QAPCOF0002/22705/15357
Work OrderWO/{JobCode}/{WOId}WO/OMNISVC-QAPCOF0002/11354
Quick OrderQPO/{JobCode}/{QPOId}QPO/OMNISVC-QAPCOF0001/15280

Key Concepts

Budget Control: Every MR and WR is validated against the approved job estimate. You cannot requisition materials or services that exceed the budgeted quantity, rate, or value for that item. If the budget is exceeded, the system blocks the requisition — you must either reduce the quantity or request a budget amendment.
Collation: Multiple MRs from the same job or across different jobs can be collated (combined) into a single RFQ for bulk procurement. This improves vendor negotiation leverage and reduces administrative overhead. Similarly, the system supports collated RFQs.
Multi-Currency: POs and WOs support multi-currency transactions. Each order records the order currency and the job currency along with the exchange rate. Tax amounts and inventory valuation rates are automatically calculated in the job currency.
Dual GST: Line items on POs, MRNs, and vendor bills support two tax components (Tax 1 + Tax 2) for India’s dual GST structure (CGST + SGST or IGST). Tax rates are auto-populated from the material’s HSN code configuration.
Auto-Voucher: When an MRN or Material Issue is approved, the system automatically generates an accounting voucher and posts it to the Finance ledger. This ensures real-time financial impact tracking without manual journal entry.

Procurement Module Pages

Material Master

Material catalog with hierarchical categorization (Group → Sub-Group → Item), UOM management, alternates, BOM, and tax configuration.

Vendor Registration

Register new vendors with organizational details, bank/payment information, product/service categories, and compliance documents.

Vendor Directory

Search and browse all 663+ registered vendors by type, code, products/services, and area of operations.

Rate Contract

Pre-negotiated pricing agreements with vendors for recurring material purchases at fixed rates.

Material Requisition

Raise material demand from project sites with budget validation and stock transfer support.

RFQ & Vendor Offers

Create RFQs from MR items, record vendor offers, generate Comparative Statement, and select the best offer.

Purchase Order

Create, approve, and track purchase orders with multi-currency, dual GST, payment terms, and delivery schedule.

Quick Orders

Expedited PO/WO creation that bypasses MR/RFQ workflow for urgent or repeat purchases.

RFP

Request for Proposal for subcontractor services — create from Work Requisitions and evaluate proposals.

Work Order

Formal subcontractor work orders with items, recovery deductions, taxes, payment terms, and amendment support.