IAG ERP
IAG ERP – Purchasing, Warehouse and Business Processes
From purchase request to stock balance in one flow
- Dashboard
- Purchase requests
- Purchase orders
- Warehouses
- Items
| Request no. | Department | Supplier | Status |
|---|---|---|---|
| PR-001 | Maintenance | Supplier A | Awaiting approval |
| PR-002 | Laboratory | Supplier B | Approved |
| PR-003 | Administration | Supplier C | Received |
| PR-004 | Kitchen | Supplier A | Awaiting approval |
Purpose
IAG ERP aims to connect purchasing and warehousing in one traceable flow: internal purchase request, approval, purchase order to the supplier, goods receipt at the warehouse, stock update and issue of materials to departments. Management can see what is available, what is needed and who approved each step, instead of relying on separate ledgers per warehouse or department.
- Trading and manufacturing companiesRunning one or more warehouses and buying regularly from several suppliers.
- Hospitals and public institutionsNeeding a documented approval path for purchases and issuing materials to departments.
- Import and distribution companiesTracking incoming shipments and item balances across locations.
Typical workflow: A purchase request becomes a goods receipt
- Department headPurchase request
The department records the required items and quantities and submits the request.
- ManagementApproval
Depending on the amount and the organization's rules, the request is approved or rejected.
- Purchasing officerQuotes and order
Purchasing would compare supplier quotes and issue a purchase order to the selected supplier.
- Warehouse keeperGoods receipt
On delivery the warehouse checks quantities against the order and records the receipt; differences are noted.
- SystemStock update
Stock levels in the relevant warehouse would be updated and the movement logged.
- Purchasing officerClose the process
The order is closed and documents such as the delivery note and invoice are attached for accounting.
Possible application for illustration only. Steps and screens are design drafts; the actual workflow is defined per project.
Planned functions
- Item catalog Planned
- Item categories, units, codes and specifications.
- Supplier register Planned
- Supplier data, past purchase orders and performance notes.
- Purchasing cycle Planned
- Request, approval, purchase order, receipt, with a record for each stage.
- Multiple warehouses Planned
- Balances per warehouse and transfers between warehouses.
- Stock movements Planned
- Receipts, issues and adjustments with a reason for each movement.
- Stocktaking Planned
- Periodic or spot counts comparing physical and book balances.
- Operational reports Planned
- Consumption and purchasing reports by department, supplier and period.
- Integration interfaces Planned
- Possible connection to accounting or existing systems via APIs defined in the project.
Planned roles and permissions
| Purchasing officer | Warehouse keeper | Department head | Management | |
|---|---|---|---|---|
| Create purchase requests | Yes | — | Department | Yes |
| Approve purchase requests | — | — | — | Approve |
| Issue purchase orders | Yes | — | — | — |
| Record goods receipts | — | Yes | — | — |
| View stock levels | Yes | Yes | Department | Yes |
| Manage suppliers | Yes | — | — | Yes |
| View cost reports | — | — | Department | Yes |
- Purchasing officerTurns approved requests into purchase orders and manages suppliers.
- Warehouse keeperRecords receipts, issues and transfers and performs stocktaking.
- Department headSubmits purchase requests and approves the team's requests.
- ManagementApproves purchases above set limits and reviews reports.
Operating models
IAG ERP can be operated in one of three models: managed cloud, a private cloud dedicated to the organization, or on-premises installation in the organization's own data center. The choice is made per project based on data protection requirements, available infrastructure, connectivity and internal policies, and is documented in the implementation plan.
The operating model (managed cloud, dedicated private environment or on-premises installation) is decided per project.
Introduction and training
Document the current purchasing and warehouse cycle and approval limits
Set up the item catalog, warehouses and suppliers
Enter opening balances after a reference stock count
Pilot on one warehouse and a defined set of items
Train users and extend the scope step by step
Maintenance and support
- Technical support via a ticket system
- Help with custom reports within the agreed scope
- Updates and maintenance according to an agreed plan
Data takeover
Item lists, supplier data and opening stock from Excel, paper ledgers or older systems would be consolidated with the organization: item codes and units standardized, duplicates removed and opening balances confirmed by a stocktake where needed. The import would be tested on a sample and taken over only after approval.
Training
- Training for purchasing staff on requests, quotes and purchase orders
- Training for warehouse staff on goods receipt, transfers and stocktaking
- Introduction for department heads and management to approvals and reports
- Administrator training on item master data, warehouses and permissions
Frequently asked questions
Does IAG ERP include full accounting?
The concept focuses on purchasing, warehousing and operations. Connection to an existing accounting system is discussed within the project scope.
Can item data be migrated from an old system?
Usually yes, after reviewing and cleaning the data; this is defined in the migration plan.
Does it support several branches?
The concept is designed for multiple warehouses and locations and is configured to the organization's structure.
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