Welcome to Procurement Management Guide! This guide will show you through the core elements and features of procurement management in Sanka, helping you manage your purchasing processes more effectively.
By the end of this guide, you'll have a solid understanding of how to create and manage items, purchase orders, bills, and expenses in Sanka to streamline your procurement operations.
Key Objects in Procurement Management
1. Items
Items refer to the individual products or goods that you are tracking in Sanka.
Each item holds specific information such as product name, SKU, item ID, and other attributes relevant to your business needs.
Key Features:
- Item ID: Unique identifier for each item in your system.
- Item Details: Information such as product description, pricing, SKU, category, and other specifications.
- Bulk Entry: You can add multiple items at once through CSV uploads for bulk management.
Usage:
Items serve as the foundation for your procurement activities. Before creating purchase orders or bills, ensure that all relevant items are added and properly detailed in the system.
Accurate item records will help prevent errors when placing orders or recording costs.
2. Purchase Orders
Purchase Orders (POs) are formal documents you create when requesting items or services from suppliers.
In Sanka, you can create, manage, and track all your purchase orders to ensure smooth procurement processes.
Key Features:
- PO ID: A unique identifier for each purchase order.
- Supplier Information: Easily assign POs to suppliers and include all necessary contact details.
- Items Records: List of all items being ordered, their quantities, prices, and tax.
- Order Status: Track the status of each PO, whether it’s drafted, sent, internally approved, or approved by supplier.
Usage:
Purchase orders in Sanka allow you to formally document and track your purchasing needs.
By keeping detailed records of each order, you can manage vendor relationships more effectively and avoid confusion or delays in your procurement process.
3. Bills
Bills represent the invoices received from suppliers for items or services purchased.
Managing bills in Sanka allows you to keep track of your payment obligations and ensures timely payments to suppliers.
Key Features:
- Bill ID: A unique identifier for each supplier invoice.
- Billing File: Attachment of invoice or any relevant document which corresponding purchase orders for easy reconciliation.
- Issued Dates and Due Dates: Set dates and track upcoming due dates to ensure payments are made on time.
- Payment Status: Monitor whether bills are drafted, received, approved, or paid.
Usage:
Recording bills in Sanka helps you maintain a clear view of your financial obligations, preventing missed payments and helping maintain good relationships with suppliers.
It also enables better cash flow management by tracking upcoming payments.
4. Expenses
Expenses in Sanka refer to the costs incurred during procurement processes, including shipping fees, customs duties, or any other miscellaneous costs that come up during purchasing.
Key Features:
- Submitter and Paid to: Track the expenses are paid to and identify who created the expenses.
- Expense Tracking: Track the cost of each procurement activity and associate expenses with specific purchase orders or items.
- Receipt: Attachment of receipt or any relevant document which corresponding purchase orders for easy reconciliation.
Usage:
Accurately tracking expenses is crucial for controlling your procurement budget.
With Sanka, you can ensure that every dollar spent is accounted for and tied to the correct purchase, making it easier to manage and reduce unnecessary costs.
How to Get Started
- Log into Sanka: Go to Sanka and log in to your account.
- Set Up Purchase Items: Navigate to the Items object and enter all the products or services you intend to purchase.
- Create Purchase Orders: Move to the Purchase Orders object to begin creating formal purchase requests for your vendors. Add all the necessary items, quantities, and supplier information.
- Manage Bills: As you receive supplier invoices, record them in the Bills object to track your payments and associate them with their respective purchase orders.
- Create Expenses: Create and use the Expenses object to manage any extra costs incurred during procurement, ensuring that all expenses are recorded.
Advanced Features
- Bulk Entry: Sanka allows for bulk entry of items and purchase orders using CSV uploads, making it easy to manage large orders or item lists at once.
- Supplier Integrations: Sanka can integrate with supplier management software to ensure that your procurement system is synced with your vendor relationships.
Next step
Effective procurement management is vital for maintaining smooth business operations.
With Sanka, you have a comprehensive and user-friendly solution to manage your items, purchase orders, bills, and expenses all in one place.
For further guidance on specific features or tasks, visit our help center or reach out to our support team for assistance!
