Procurement Guide
Complete reference for the Supplier/Procurement role — supplier management, contracts, communications, and performance tracking.
Procurement Dashboard
Overview of your supplier network and key metrics.
Dashboard Overview
The landing page for Procurement users showing key supplier metrics and quick actions.
- •Total active suppliers and employee count
- •Active client assignments overview
- •Pending contract renewals and expiring agreements
- •Quick navigation to common tasks
Supplier Management
Manage your network of manpower suppliers.
My Suppliers
Directory of all suppliers assigned to you. View supplier details, employee rosters, and compliance status.
- •View supplier company name, contact details, and address
- •Access supplier documents: trade license, TRN certificate
- •See employee count per supplier
- •Navigate to detailed supplier profile page
- •Track supplier onboarding and approval status
- •Filter and search suppliers by name, trade, or status
My Clients
View clients that your suppliers provide employees to. Track deployment details and billing information.
- •See which clients receive workers from your suppliers
- •View assignment details per client
- •Track billing rates and contract terms
- •Monitor client satisfaction and feedback
Contracts & Communications
Manage supplier agreements and communication history.
Contract Management
Track all contracts with your suppliers including terms, expiry dates, and renewal schedules.
- •Upload and store contract documents (PDF)
- •Track contract start date, end date, and renewal date
- •Set up alerts for upcoming contract expirations
- •View contract terms: rates, payment conditions, SLA
- •Download contract files for reference
- •Maintain contract version history
Communications Log
Maintain a structured record of all communications with your suppliers for audit and reference.
- •Log communications by type: email, phone, meeting, site visit
- •Record date, subject, and detailed notes
- •Associate communications with specific suppliers
- •Search and filter communication history
- •Track follow-up items and action points
Supplier LPOs
Turn vendor enquiries into tracked tickets and issue Local Purchase Orders.
LPO Tickets
Vendor emails are converted into trackable LPO tickets so procurement can manage every supplier conversation from one workspace.
- •Vendor emails converted into trackable tickets
- •Shared unclaimed pool — claim tickets as needed
- •Transfer tickets between procurement users
- •Vendor reply detection to surface active threads
- •Link tickets to existing suppliers
LPO Generation
Generate Local Purchase Orders directly from a ticket, issued under the correct entity, with full pricing and signed documents.
- •Generate an LPO from any ticket
- •Multiple issuing entities for the LPO
- •Line items with pricing
- •Draft and signed PDF documents
- •Send LPOs directly to vendors
- •Share via a secure public LPO link
Supplier Contracts from LPOs
Once an LPO is approved, create a supplier contract directly from it to keep agreements and orders aligned.
- •Create supplier contracts from approved LPOs
Supplier Timesheets
Review, adjust, and share monthly supplier timesheets.
Supplier Timesheet Management
Review monthly timesheets submitted by your suppliers, apply corrections, and share finalized records for billing.
- •Monthly supplier timesheet review
- •Apply adjustments and corrections
- •Export timesheets to PDF
- •Send timesheets via email
- •Status tracking through the review cycle
- •Public submission link for suppliers to submit timesheets
Performance Tracking
Monitor and evaluate supplier performance.
Supplier Performance
Track supplier performance metrics to make data-driven decisions about your supplier network.
- •Monitor on-time delivery of manpower requirements
- •Track employee quality metrics and client feedback
- •Record compliance adherence (visa, insurance, documentation)
- •Compare performance across suppliers
- •Identify underperforming suppliers for review
- •Performance history over time for trend analysis
Supplier Employees
Manage the workforce provided by your suppliers.
Employee Database
Complete database of all employees provided by your suppliers. Full profile management with deployment tracking.
- •View employee profiles: name, nationality, passport number, visa details
- •Track current deployment: which client, which site, start date
- •Monitor visa expiry dates and renewal requirements
- •View employee skills and trade certifications
- •Navigate to detailed employee profile page
- •Filter by supplier, trade, deployment status, or visa status
- •Track employee history across multiple client assignments
Settings
Configure your procurement workspace.
Procurement Settings
Customize your procurement dashboard preferences and default configurations.
- •Set default views and sorting preferences
- •Configure notification preferences
- •Manage quick-access bookmarks
Typical Procurement Workflow
Onboard Suppliers
Register new suppliers with complete company and document details.
Set Up Contracts
Upload and configure supplier contracts with terms and dates.
Manage Employees
Track supplier employees, their profiles, visa status, and deployments.
Assign to Clients
Coordinate employee assignments to fulfill client requirements.
Monitor Performance
Track supplier delivery quality and compliance adherence.
Maintain Communications
Log all supplier interactions for audit trail and follow-up.