Procurement officer

You buy what the business needs, at the right price, from suppliers who deliver. In JupitaPos every purchase follows the same path — requisition, quotations, purchase order, delivery, invoice — and you drive it from start to end, except for approving the order and paying the supplier.

Who this manual is for

• System role: Procurement Officer (procurement_officer) — suppliers and their prices, requisitions, requests for quotation, purchase orders, supplier invoices with the three-way match, and supplier returns.
• In the pictures: Peter, procurement officer of Jupita Restaurant Demo, buying for the Central Warehouse — Industrial Area and the Kololo stores. Isaac is the storekeeper, Andrew the accountant and Moses the branch manager, who approves purchase orders.
• Where you work: in the office at a laptop, signed in with your e-mail and password.

A day at work

1. Sign in — Sign in — and read your notifications — Read notifications.
2. Look at what is running low and what the stores asked for — Find an item and its stock, Requisitions.
3. Raise a purchase requisition for what must be bought — Raise a purchase requisition.
4. Ask two or three suppliers for quotes and award the best — Ask suppliers for quotes.
5. Create the purchase order, and send it once a manager approved it — Create and send a purchase order.
6. Follow up deliveries that are late or short with the supplier; the storekeeper receives them — Receive goods against a purchase order.
7. When the supplier’s invoice arrives, match it to the order and the receipt — Match and post the supplier’s invoice.
8. Send back what was rejected — Return goods to a supplier.
9. Keep the supplier list and the prices up to date — Supplier prices and lead times.

Guides you will use

Buying

• Raise a purchase requisition.
• Ask suppliers for quotes — record their quotations and award them.
• Create and send a purchase order — and close a backorder short.
• Approve a purchase order — what the approver sees; your role sends orders but does not approve them.
• Print documents and check e-mails — the order the supplier received.
• Request stock from the store and approve a requisition — how the outlets ask the stores, before anything is bought.

After the delivery

• Receive goods against a purchase order — the storekeeper’s job; read it to follow a delivery.
• Match and post the supplier’s invoice — the three-way match.
• Return goods to a supplier.
• What we owe a supplier — the statement in Accounts payable.
• Pay a supplier — the accountant’s job.

Suppliers

• Add a supplier.
• Edit a supplier and its contacts.
• Supplier prices and lead times.
• Read a supplier’s performance.

Stock and plans

• Find an item and its stock and see an item’s movements.
• Reorder levels and low-stock alerts — what the store manager sets.
• See the stores and what they hold.
• Find a function on the catering board — what coming functions will need.
• Read the reports overview — the Procurement reports.

Signing in and your time

• Sign in, change your password and turn on two-step sign-in.
• Clock in and out, see your shifts, ask for leave.

Quick reference

Getting help

• The branch or store manager approves purchase orders and requisitions; the general manager or the owner can accept a quote after its deadline.
• The storekeeper (Isaac) receives the goods and reports what was short or damaged.
• The accountant (Andrew) pays suppliers and applies their credit notes.
• The administrator fixes logins and access.
• The Help Center: Help & Training › Role-Based Manuals in the menu, with a search box; the ? button, Help for this screen, opens the procurement manual from the procurement screens. See Find help: the Help Center.
• Troubleshooting you will need most: in Create and send a purchase order, Ask suppliers for quotes and Match and post the supplier’s invoice.

Manuals you can also read

• None: the other role manuals are for jobs with permissions this role does not hold.

What you can do

These are the permissions of the Procurement Officer role.