eGov Purchasing/Inventory is a fully integrated Procurement and Inventory Management system designed to automate the procurement of goods and subsequently, tracking them from receipt to consumption. Stores Management and Procurement are areas of weak controls for most governments – while they handle significant quantities and values of material as part of their stores, there is poor visibility and control in their processes, leading to significant losses in terms of wastage in addition to poor working capital management. eGov Inventory aims to improve the procurement and inventory management processes to enable better visibility, tracking and control of inventories. This has the potential to reduce costs by reducing wastage while improving the accuracy of inventories managed by the government.

As with the entire eGov product suite, eGov Inventory is fully internet-enabled - this would make it possible to provide the system to the users at all the stores locations, giving the entire administration complete visibility of inventories. The system supports the entire process of procurement, from requisitions to receipt of goods and integrates with eGov Financials for payment processing. Once received, stocks are tracked and reported by location.

Integration
eGov Inventory will be fully integrated with the full eGov product suite. Integration with eGov Assets will support the capitalization of procured assets (e.g. vehicles). And perhaps most significantly, integration with eGov Financials automates the entire bill register and payment process as well as the automatic capture of the financial impact of stores transactions (e.g. issues, write-offs, sale/disposal of material).

Figure 1: Item Create Screen


Figure 2: PO Screen

Salient Features of eGov Inventory/Purchasing

• Procurement
• Supplier Definition
• Approved Supplier List (e.g. DGS&D rates can be captured)
• Requisition Management – users can raise requisitions for goods
• Purchase Orders – once requisitions are approved, the PO is automatically generated. Features like payment terms, delivery terms can be defined and assigned to Purchase Orders
• Goods Receipt – receipt of goods when delivered, with validation against delivery terms.
• Inventory Management
• Materials definition – including part types, Unit of Measure (with automatic conversion between UOMs)
• Issue of goods for consumption or inter-store transfer with the generation of the Material Receipt Note (MRN) and Material Issue Note (MRIN).
• Statement of Closing Stock based on the FIFO method to give an accurate position of inventories maintained by the government
• Integration with eGov Works to track material issued against a Work
• Integration with eGov Financials for the accounting impact of Stores Issue, inter-store transfer, Write-off to account for disposal (eg on account of damage)
• ntegration with eGov Assets for tracking Purchased Assets as well as Maintenance/Repair
  consumptions against specific Assets
• Period-end Physical Stock taking and Inventory Adjustment where necessary
• The following will be provided as part of the Public Disclosure Platform:
• Approved Rate Contracts
• Expenditure (budgeted vs actuals) towards Material Procurement
• Liabilities/Payments by Supplier

If your city would benefit by eGov products, please contact us by sending an email to contact@governation.com

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