Procurement Module — User Manual

Overview

The Procurement module handles the full acquisition cycle: from planning via PPMP, through requesting (PR), canvassing (RFQ), awarding (PO), to creating payment documents (DV). It also includes budget appropriation management and configuration of expenditure accounts and reference periods.

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Access by Feature

Feature	Roles Allowed
Create / Submit PPMP	PPMP_PREPARER, DEPARTMENT_HEAD, all office roles, SECRETARY, ADMIN
Approve PPMP	GSO, BAC, ADMIN, BUDGET, MAYOR, HOPE
Bypass PPMP deadline	BUDGET, ADMIN
Create / Submit PR	All office roles + allowedRoles
Manage RFQ / PO	GSO, BAC, ADMIN, BUDGET, MAYOR, HOPE
Manage Budget Appropriations	BUDGET, ADMIN
Configure Expenditure Accounts	BUDGET, ADMIN

• Navigation path: Sidebar → Procurement

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1. PPMP — Project Procurement Management Plan (/procurement/ppmp)

A PPMP lists all items and services an office plans to procure in a fiscal year. It must be approved before Purchase Requests can reference it.

Viewing PPMPs

The list shows PPMPs relevant to your role:

• Office roles see their own office's PPMPs
• ADMIN, BUDGET, MAYOR, HOPE, GSO, BAC see all offices

Filters: Year, Office, Status, Type

Creating a PPMP

Click Create PPMP and fill in:

Field	Description
Year	Fiscal year
Title	Name for this PPMP
Description	Optional notes
Office	Office this PPMP belongs to
Type	REGULAR — standard annual plan; SUPPLEMENTAL — mid-year additions
Expenditure Account(s)	The account(s) this PPMP will draw from

After saving, you are taken to the PPMP detail page to add line items.

Adding PPMP Line Items

On the PPMP detail page, add items one by one:

Field	Description
Item	Select from the Item Directory (or enter manually)
Expenditure Account	Which account to charge
Quantity per month (Jan–Dec)	Planned procurement quantities per month
Unit Price	Estimated unit cost
Justification	Reason this item is needed

The system automatically totals each row and the overall PPMP amount.

Attaching Program of Work (POW) Files

On the PPMP detail, use the Attach POW section to upload supporting files. Uploaded files appear in the Planning → POW viewer.

Submitting a PPMP

note

There is a submission deadline set by the Budget Office. After that date, only BUDGET and ADMIN roles can submit. Check the deadline before submitting.

1. From the PPMP list, check the PPMP(s) you want to submit.
2. Click Submit Selected.
3. Enter your password to confirm.
4. Status changes to the first step of the configured PPMP workflow.

Approving a PPMP (Approver roles)

Approvers see pending PPMPs in their queue. Open the PPMP detail to:

• Approve — advances to the next workflow step or marks as approved
• Return — sends back for revision with comments

Creating a Supplemental PPMP

A supplemental PPMP is a mid-year addition linked to a parent REGULAR PPMP.

1. Open the parent PPMP detail.
2. Click Create Supplemental.
3. The new PPMP is pre-linked to the parent.
4. Add new line items and submit through the normal workflow.

PPMP Status Flow

DRAFT → (workflow steps) → APPROVED
                         ↘ RETURNED → DRAFT (resubmit)

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2. Purchase Request (/procurement/pr)

A PR is a formal request to procure items listed in an approved PPMP.

Viewing PRs

List shows your office's PRs (or all, for elevated roles).

Filters: Office, Reference Period, Status, Tags

Creating a PR

Click Create PR and fill in:

Field	Description
Office	Requesting office
PPMP Reference	The approved PPMP this PR draws items from
Reference Period	Budget quarter/semester this request covers
Tags	Optional labels for filtering
Justification	Explanation of why items are needed now

Then add line items — items are selected from the linked PPMP's approved catalog with quantities.

Bulk Create from PPMP

From the PPMP detail, use Bulk Create PR to automatically generate PRs from all approved PPMP items in one action.

Submitting and Approving a PR

Same pattern as PPMP:

1. Select PRs in the list → click Submit Selected → password confirmation
2. Approvers see pending PRs and can Approve or Return from the PR detail page

PR Status Flow

DRAFT → (workflow steps) → APPROVED
                         ↘ RETURNED → DRAFT

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3. Request for Quotation (/procurement/rfq)

An RFQ bundles approved PR items and solicits price quotations from suppliers.

Viewing RFQs

List shows all RFQs (filtered by role/office assignments).

Filters: Office, Reference Period, Publication Type, Status, Tags

Creating an RFQ

Click Create RFQ and fill in:

Field	Description
Title	Name for this RFQ
Reference Period	Budget period
Tags	Optional labels
PRs and Items	Select the approved PR items to include
Publication Type	How the RFQ is published (see below)

Publication Types:

Type	Description
NONE	Internal only, no PhilGEPS posting
PHILGEPS_ABOVE_200K	Must post on PhilGEPS (above ₱200K threshold)
PHILGEPS_200K_TO_400K	PhilGEPS posting for shopping mode
DIRECT_TO_VOUCHER	Bypasses PO; creates DV directly after award

Adding Bids

After creating an RFQ, add supplier bids:

1. Click Add Bid on the RFQ detail.
2. Select the payee (supplier) from the Payee Directory.
3. Enter unit prices for each item in the RFQ.
4. Save the bid.

Repeat for each supplier that submitted a quotation.

Awarding the RFQ

After bids are entered:

1. Click Award.
2. Select the winning bid (single supplier) or award per item (multi-supplier split).
3. Save the award.

This locks the RFQ and enables PO creation.

Creating a PO or DV from an RFQ

After award:

• Standard RFQ → Click Create PO → generates a Purchase Order
• DIRECT_TO_VOUCHER RFQ → Click Create DV → generates a Disbursement Voucher directly

Bulk Operations on RFQs

From the list, select multiple RFQs to:

• Submit Selected — submit for approval
• Mark for Canvass — signals the canvassing stage
• Approve Selected — bulk approve (if authorized)
• Delete Selected

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4. Purchase Order (/procurement/po)

A PO is the formal order issued to the winning supplier after RFQ award.

Viewing POs

List shows all POs. Filters: Office, Status, Date range.

PO Detail

The PO detail shows:

• Supplier details
• Line items with quantities and prices
• Delivery status

PO Status Flow

DRAFT → ISSUED → DELIVERED
              ↘ CANCELLED

Creating a DV from a PO

On the PO detail, click Create DV to generate a Disbursement Voucher for payment. The DV will inherit the PO's line items and supplier.

Exporting a PO

Click Export on the PO detail to download the PO report.

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5. Budget Management (/procurement/budget)

Roles: BUDGET and ADMIN can modify; all other authenticated users can view.

Viewing Appropriations

The budget page lists all office appropriations for the selected year:

• Filter by Year, Office, Expenditure Type

Each row shows: Office, Expenditure Account, Amount Appropriated, Amount Used.

Creating an Appropriation

1. Click Allocate Budget (redirects to /procurement/budget/allocate).
2. Fill in:

Field	Description
Office	Department receiving the budget
Expenditure Account	Which account to fund
Year	Fiscal year
Amount	Appropriation ceiling in pesos

3. Click Save.

Editing or Deleting an Appropriation

Click the edit or delete icon on any appropriation row. Deleting is permanent.

System Settings on the Budget Page

Setting	Description
Fiscal Year	Sets the default year shown across the system
PPMP Submission Deadline	Date after which offices cannot submit PPMPs (BUDGET/ADMIN can bypass)
PPMP Modification Deadline	Deadline for editing already-submitted PPMPs
Default Reference Period	Pre-selected period when creating new PRs

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6. Expenditure Settings (/procurement/settings)

Expenditure Types (/procurement/settings/expenditure-types)

Categories that group expenditure accounts (e.g., MOOE, CO, PS).

Field	Description
Code	Short code (e.g., MOOE)
Name	Full name
Description	Optional notes
Order	Display sort order

Expenditure Specifications (/procurement/settings/expenditure-specifications)

Individual expenditure accounts under each category.

Field	Description
Code	Account code
Name	Account name
Category	Parent expenditure type
Description	Optional notes

Reference Periods (/procurement/settings/reference-periods)

Budget quarters or semesters used when creating PRs.

Field	Description
Code	Short code (e.g., Q1)
Name	Full name (e.g., "First Quarter")
Start Month	Month number (1–12) when the period begins
End Month	Month number when the period ends
Order	Display sort order

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Full Procurement Chain

AIP (Planning)
  │
  └── PPMP (office submits, approver approves)
        │
        └── PR (items requested from PPMP)
              │
              └── RFQ (bids solicited)
                    │
                    ├── PO (purchase order issued) ──── DV (payment voucher)
                    │
                    └── Direct to DV (for small/direct purchases)

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Common Tasks Quick Reference

Task	Where
Create a PPMP for your office	/procurement/ppmp → Create PPMP
Add items to a PPMP	PPMP detail → Add Line Item
Submit PPMP for approval	PPMP list → select → Submit Selected
Create a PR from an approved PPMP	/procurement/pr → Create PR
Create PRs from all PPMP items at once	PPMP detail → Bulk Create PR
Create an RFQ from approved PRs	/procurement/rfq → Create RFQ
Add supplier bids to an RFQ	RFQ detail → Add Bid
Award an RFQ to a supplier	RFQ detail → Award
Create a PO from an awarded RFQ	RFQ detail → Create PO
Create a DV from a PO	PO detail → Create DV
Allocate budget to an office	/procurement/budget → Allocate Budget
Set PPMP submission deadline	/procurement/budget → Submission Deadline field