The Material & Spare Parts Acquisition and Inventory Control System was developed for
Capiz Sugar Central, Inc. of Capiz, Philippines. Capiz is the second largest sugar cane
miller in this region with over 420 employees, and this application is used by all of their
office personnel.
This application processes a variety of different business transactions, including: Requests
to Purchase (RTP), Quotations, Budget Checking, Purchase Orders, Receiving Reports, Accounts
Payable, and Stock Requisition Slips. It also handles all Warehouse Issue Requests (WIR) in
dynamic real-time. The Inventory Control System has a paperless validation and approval schema
and the inventory counts are maintained in master files and can be traced back to item-by-user
departments.
Page contents are restricted by user as a result of the 10-level multi-role security feature.
When an employee requests material, they log into the program and check availability through
the Inventory master control. From there, the employee opens a new Request to Purchase and adds
additional materials if needed. Once the request is initiated, the application automatically selects
the recommended canvasser, warehouseman, purchaser, budget officer, controller, and final approving
officer. It also auto-populates the current date, delivery date, and requesting department.
Additionally, the application filters all materials associated with the user and any items
that are common to all departments.
Users can select active buttons and enabled fields to complete a transaction.
Once the RTP is initiated, only the requester can edit a recommendation prior to its approval.
From this point, the document is ready for the second approval, prompting an activation button
to appear in the RTP. Once approved by the overseeing officer, the button disappears and the RTP
continues to the next officer until final sign off is obtained. All completed documents are available
for viewing and sorted according to user, department, and user role. Upon final sign-off, a purchase
order is generated through the system. The application only allows this transaction to occur once
the RTP has been approved. Similar to the RTP process, additional modules follow the same security
protocol, though, to a lesser degree.
If the user finds sufficient materials in stock, he can logon to the Stock Requisition Slip (SRS)
portion of the application and initiate processing; the requested materials are filtered through
a dropdown list based on dynamic allotment by department. This is determined the department’s
inventory and usage.
Items ordered by the selected supplier populate each dropdown list.
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