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The Purchasing module manages the complete procurement lifecycle from requisition to purchase order, including vendor management, quote comparison, and procurement tracking.

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Overview

Purchasing handles all procurement activities for both aeronautical and general supplies, with full traceability and approval workflows.

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Procurement Workflow

1

Requisition

Users create requisitions for needed parts and materials with justification
2

Quote Requests

Purchasing team requests quotes from multiple vendors
3

Quote Comparison

Compare vendor quotes on price, delivery, and terms
4

Purchase Order

Create PO with selected vendor and finalize pricing
5

Order Tracking

Track shipment with USA and OCK tracking numbers
6

Receipt & Incoming

Articles flow to Warehouse for receiving and inspection

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Key Features

Requisition Management

Track purchase requests from all departments with approval workflows

Quote Management

Manage vendor quotes with pricing and delivery comparison

Purchase Orders

Generate POs with complete pricing, taxes, and shipping costs

Vendor Management

Maintain vendor database with contact info and performance tracking

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Requisition System

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Creating Requisitions

Requisitions can be created for:
  • Aeronautical requisitions: Parts for specific aircraft or work orders
  • General requisitions: Consumables, tools, office supplies
Required Information: 
Requisition:
- Order number (auto-generated)
- Requested by (employee)
- Justification (reason for purchase)
- Submission date
- Type: AERONAUTICO or GENERAL
- Batches with articles:
  - Part number
  - Quantity needed
  - Unit of measure
  - Reference image
  - Aircraft (if aeronautical)

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Requisition Status

StatusDescription
PendingAwaiting purchasing team review
In QuoteQuotes being requested from vendors
QuotedQuotes received, awaiting PO creation
OrderedPurchase order created and sent
ReceivedArticles received in warehouse
CancelledRequisition cancelled

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Access Control

  • SUPERUSER, ANALISTA_COMPRAS, JEFE_COMPRAS: See all requisitions
  • Other users: See only their own requisitions
This ensures users can track their requests while purchasing staff manage all procurement.

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Quote Management

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Quote Process

  1. Create Quote: Link to existing requisition
  2. Add Articles: Specify part numbers, quantities, and unit prices
  3. Vendor Selection: Choose vendor and capture quote details
  4. Quote Date: Record when quote was received
  5. Totals: System calculates subtotal and total

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Quote Information

Quote:
- Quote number (auto-generated)
- Linked requisition
- Vendor
- Quote date
- Justification
- Articles:
  - Batch name
  - Part number
  - Quantity
  - Unit price
  - Unit of measure
  - Image reference
- Sub-total
- Total amount
- Status

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Comparing Quotes

For each requisition, create multiple quotes from different vendors:
  • Side-by-side price comparison
  • Delivery time evaluation
  • Vendor reliability assessment
  • Best value selection

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Purchase Orders

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Creating Purchase Orders

Purchase orders formalize the procurement: PO Components: 
Purchase Order:
- Order number
- Linked requisition and selected quote
- Vendor information
- Purchase date
- Articles with pricing:
  - Part number
  - Quantity
  - Unit price
  - Tax percentage
  - Location/destination
- Financial details:
  - Sub-total
  - Tax
  - Wire transfer fee
  - Handling fee
  - Shipping fee (USA and OCK)
  - Total amount
- Payment method:
  - Bank account
  - Card (if applicable)
- Tracking:
  - USA tracking number
  - OCK tracking number

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PO Status Tracking

StatusDescription
CreatedPO generated, awaiting approval
ApprovedApproved and sent to vendor
In TransitShipment in progress
Partially ReceivedSome items received
ReceivedAll items received
CancelledOrder cancelled

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Shipping and Logistics

Many aviation parts ship internationally through multiple carriers:
  • USA Tracking: Domestic US shipment tracking number
  • OCK Tracking: International/final leg tracking number
  • Location: Destination warehouse or base
The system tracks both legs for complete visibility.

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Vendor Management

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Vendor Information

Maintain comprehensive vendor records: 
Vendor:
- Name
- Type: PROVEEDOR (Supplier) or BENEFICIARIO (Beneficiary)
- Contact information:
  - Email
  - Phone
  - Address
- Creation and update tracking

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Vendor Types

  • PROVEEDOR (Supplier): Parts vendors, distributors, manufacturers
  • BENEFICIARIO (Beneficiary): Service providers, consultants

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Vendor Performance

Track vendor metrics:
  • Number of quotes provided
  • Number of orders placed
  • On-time delivery performance
  • Quality of parts supplied

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Manufacturer Management

Separate from vendors, manage OEM manufacturers: Manufacturer Types:
  • AIRCRAFT: Airframe manufacturers
  • ENGINE: Engine manufacturers
  • APU: Auxiliary Power Unit manufacturers
  • PROPELLER: Propeller manufacturers
  • PART: Component manufacturers
  • GENERAL: General equipment manufacturers

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Cost Management

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PO Cost Breakdown

Full transparency on procurement costs:
  1. Article Costs: Unit price × quantity per item
  2. Subtotal: Sum of all article costs
  3. Tax: Applicable sales/import tax
  4. Wire Fee: Bank transfer charges
  5. Handling Fee: Vendor handling charges
  6. Shipping Fees:
    • USA shipping cost
    • OCK (international) shipping cost
  7. Total: Complete landed cost
Accurate cost tracking ensures proper budgeting and helps identify cost-saving opportunities across vendors.

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Reporting and Analytics

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Purchase Reports

  • Requisition aging (open requisitions)
  • Quote comparison reports
  • PO status dashboard
  • Vendor spend analysis
  • Cost trending by category

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General Sales Report

Links requisitions with their quotes and purchase orders for complete procurement visibility: 
General Sales Report:
- Requisition order
- Associated purchase orders
- All quote orders received

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User Workflows

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For Requisitioners

  1. Create Requisition:
    • Specify needed parts with quantities
    • Provide justification
    • Attach images or documentation
    • Submit for purchasing review
  2. Track Progress:
    • Monitor requisition status
    • View associated quotes
    • Check PO creation
    • Track shipment

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For Purchasing Staff

  1. Review Requisitions:
    • Evaluate request justification
    • Verify part numbers and specifications
    • Confirm budget availability
  2. Solicit Quotes:
    • Contact multiple vendors
    • Create quote records
    • Compare pricing and terms
  3. Create Purchase Orders:
    • Select best quote
    • Generate PO with complete pricing
    • Submit to vendor
    • Update tracking information
  4. Monitor Delivery:
    • Track shipments
    • Coordinate with warehouse for receiving
    • Follow up on delays

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Integration with Other Modules

Planning Integration

Work orders automatically generate requisitions for required parts

Warehouse Integration

Purchase orders flow to warehouse incoming when shipments arrive

Administration

PO costs integrate with financial tracking and accounts payable

Quality Control

Incoming articles require QC approval before inventory availability

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Best Practices

Procurement Tips:
  • Obtain at least 3 quotes for major purchases
  • Verify part numbers match manufacturer specifications
  • Confirm lead times before creating POs
  • Track vendor performance for future sourcing decisions
  • Maintain accurate shipping tracking to prevent receiving delays

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