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Modules / E-Procurement

E-Procurement

Procurement from request to award and delivery, with vendors working inside their own portal.

Used by Procurement, tender committee, approvers by value, vendors, expeditors, logistics, warehouse

EPCIMA PMT E-Procurement screen.
E-Procurement · overview

What it does

E-Procurement is the full procurement module: its own application, its own database, and a portal your vendors log into. We run the workflow your business process defines, from material request through vendor qualification, tender, award, expediting and receipt, and feed procurement progress to the PMT executive screen.

What the dashboard reads from it

  • Procurement progress %
  • PO pulse
  • On-time delivery
  • Critical-path items

How the work flows

6 flows · 43 steps · 8 gates · 7 in the portal

Request to budget

Engineering says what is needed. Procurement prices it. Nobody goes to market without released budget.

  1. Material take-offEngineering
  2. Material requestLines with tag, quantity, need date
  3. PricingCatalogue, previous order or budgetary quote
  4. ReviewProcurement manager
  5. Budget approvalChain by valuegate
  6. RouteTender, direct or framework

Tender

Bids stay sealed until two people open them. Technical evaluation happens before anyone sees a price.

  1. PackageFive required documents, appendix
  2. InviteAt least three from the project AVL
  3. Questions and addendaVendors ask; addenda need acknowledgementportal
  4. Sealed bidVendor, retractable until the deadlineportal
  5. OpeningTwo people, recordedgate
  6. Technical evaluationPrices still sealed
  7. Commercial evaluationComparison sheet
  8. NegotiationRounds, recorded

Award to order

The order does not exist until the winner has countersigned the letter of award.

  1. RecommendationProcurement report
  2. Approval chainBands by value, config version stampedgate
  3. Letter of awardSent to the vendor
  4. CountersignVendor, in the portalportal
  5. Mint the POOnly after the countersigned LOA
  6. ContractDraft, chain, active; signed document required
  7. Change controlAmendments, revisioned

Order execution

After the order: documents, production, inspection. The release note is the one gate nothing ships without.

  1. Kick-offWithin 3 days of the order
  2. Vendor documentsVDRL, in the portalportal
  3. Review A / B / CWorking-day SLA
  4. Production reportVendor, every 7 working daysportal
  5. Ready for inspectionVendor, 7 days noticeportal
  6. InspectionWitness or review
  7. Inspection releaseNothing moves without itgate
  8. Final dossierReleases retention

Logistics

Every movement is a signed document, uploaded. The verified quantity at site is the number that pays.

  1. Packing listVendor, needs the release noteportal
  2. Logistics reviewApprove or send back
  3. Material release noteSigned, uploaded; vendor sees it
  4. Shipment reportsPosition, condition, photos
  5. Hub or direct to siteRoute set on the shipment
  6. Delivery orderHub to site
  7. Receipt at siteVerified quantitygate
  8. OSDROver, short, damage claim

Scrapyard

Rejected, damaged and surplus material is sold the same way it was bought: sealed, approved, paid before it leaves.

  1. Scrap reportSite warehouse
  2. ApprovalProcurement manager, project managergate
  3. AuctionSealed, reserve price
  4. AwardHighest bid, chaingate
  5. PaymentEvidence uploaded
  6. Handover (BAST)Only after paymentgate

Gate: cannot pass until recordedPortal: the outside party does this stepAutomatic: the system does it

Screens

EPCIMA PMT E-Procurement: Every request in motion.
Every request in motion
EPCIMA PMT E-Procurement: Material request with budget check.
Material request with budget check
EPCIMA PMT E-Procurement: Tenders, sealed until opening.
Tenders, sealed until opening
EPCIMA PMT E-Procurement: Evaluation session, two people.
Evaluation session, two people
EPCIMA PMT E-Procurement: Approval chain by value.
Approval chain by value
EPCIMA PMT E-Procurement: Kick-off to release note.
Kick-off to release note

Screens from the working product. The project data is illustrative, and company and people names are replaced. Click a screen to enlarge.

What is inside

65 capabilities in 11 groups

Requests and budget

  • Material take-off to material request, line by line
  • Applied budget ledger per WBS line
  • Pricing from the catalogue, previous orders or budgetary quotations
  • Budget approval chain by valuegate
  • One request can become several tenders; one line, one live tender
  • Direct purchase and framework call-off as alternative routes
  • Exception route with a reason and a named approvergate

Vendors

  • Self-registration with the full document set: NIB, deed, tax ID, financials, catalogue, certificatesportal
  • Prequalification checklist and due diligence
  • Approved vendor list per project, blacklist
  • Scorecard and performance history
  • Vendor sub-users: a vendor manages its own loginsportal

Tendering

  • Tender package with the five required documents and appendix slot
  • Invitation from the project AVL only; minimum three bidders
  • Sealed bids, retractable until the deadlineportal
  • Questions from bidders and answers to all; addenda need acknowledgement before submissionportal
  • Bid opening by two people, recorded and immutablegate
  • Technical evaluation before commercial; prices sealed until then
  • Comparison sheet, negotiation rounds, sub-tender for lots
  • Scope response per line for service and subcontract packages

Approvals

  • Approval matrix: bands by value per document type, per projectconfigured
  • Configuration versions; every approval stamps the version in forceconfigured
  • Delegation with dates
  • Separation of duties enforced server-side: the creator never approves
  • Escalation after N days
  • Seat-based approvals page: you see only your turn

Orders and contracts

  • Letter of award with vendor countersign loop
  • PO minted only from a countersigned LOA; LOA number carried on the order
  • Contracts start as draft and earn active through the chain
  • Amendments with revision history; the previous version stays visible
  • Purchase orders in IDR and foreign currency with FX rates
  • TKDN per order and per project

Execution and inspection

  • Kick-off within 3 days, flagged when late
  • Vendor document list with review SLA in working days
  • Production reports with documents, photos and %portal
  • Notification for inspection, 7 days minimum noticeportal
  • Inspection release note gates shipmentgate
  • Final dossier with retention release
  • Work in progress board: every live order, and who is holding it up

Logistics and warehouse

  • Packing lists from the vendor, reviewed before releaseportal
  • Material release note as a signed upload; line-level gate against the release
  • Shipment reports with condition and photos; silent shipments flagged
  • Via hub or direct to site, enforced per shipment
  • Delivery orders hub to site
  • Receiving reports at hub and site; verified quantity born at site
  • OSDR: over, short, damage, with resolution
  • Material control landing for the site and hub warehouses

Scrapyard

  • Scrap reports from OSDR rejects, damaged returns and surplus
  • Auction on the tender engine, direction sell, reserve price
  • Payment evidence before the handover certificate
  • Numbered handover certificate (BAST)

Vendor portal

  • Own login per vendor, scoped to its own records
  • Invitations, questions, sealed bids, letters of award
  • Documents, production reports, inspection notices, packing lists
  • Status of every obligation and what it is blocking

Setup and control

  • Project identity, working calendar and holidaysconfigured
  • Numbering formats per document typeconfigured
  • Roles per person, per projectconfigured
  • Notifications per event with an in-app inbox
  • Global search across requests, tenders, orders and vendors
  • Append-only audit trail; documents served only through authorised routes
  • View-as: see the system as another role during a demo

Feed to PMT

  • Procurement progress by order value and milestone weightsfeed
  • Seven stages from engineering to installation, unclassified orders shown honestlyfeed
  • Pulled on a schedule; source and pull time printed on the PMT dashboardfeed

How it connects

RecordsStay in this module. Entered once, with an owner and a date.
DashboardsL1 to L3 read a snapshot of this module on a schedule and print where the number came from.
RolesOne identity across modules. Vendors and the client see only their own packages.
Source per projectManual register in PMT, or the module feed, chosen in Config per project.

Related: Procurement · the lightweight register inside PMT for projects without the full module.

All modules and portals

← HSEJoint Inspection →

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