Process Module

Process System: Three Key Core Processes

The process system consists of three main core processes that help businesses increase operational efficiency and manage resources effectively: Material Request, Purchase Request, and Payment Request. These processes can be customized and optimized according to the specific structure and needs of the business.

1. Material Request Process The Material Request process covers the entire cycle from the initial stage of identifying the materials or services needed by the business to the completion of the request.
   • Request Creation: The process begins when a department identifies the material or service it needs. This request is then sent to the warehouse department through the system.
   • Example: When the IT department needs new computer equipment, the request is created through the system.
   • Warehouse Check: The warehouse checks if the requested material is in stock. If available, it is delivered to the requesting unit, and the process is completed.
   • Example: If office supplies are available in the warehouse, they are directly delivered to the requesting department.
   • Out of Stock: If the requested material is out of stock, the process redirects to a purchase request, and a new procurement process is initiated for the missing material.
   • Example: A purchase request is started for equipment that is out of stock. These stages ensure efficient management of material needs and more effective stock control within the business.
2. Purchase (Order) Request Process The Purchase or Order Request process covers the procurement of materials and services that cannot be met by the warehouse or need to be purchased based on new requirements.
   • Procurement Research: The procurement department collects offers from suppliers based on the company’s budget and criteria. For small purchases, at least two offers are collected, while for larger amounts, at least three offers are requested.
   • Example: For the purchase of a new printer, offers are collected from three different suppliers.
   • Offer Evaluation and Approval: The received offers are submitted for the department manager’s approval. During the approval process, previously used suppliers or new alternatives are evaluated. The approval authority can accept or reject the offer.
   • Example: An acceptable offer from a previously worked supplier is approved, and the purchasing process is initiated.
   • Technical Review: After approval, the technical department reviews the technical details of the material or service. If deemed suitable, the process is directed to the payment schedule.
   • Example: The IT department checks the system requirements of the new software to be purchased. These stages ensure cost-effectiveness in the company’s procurement process, while helping select the right suppliers and maintain quality standards.
3. Payment Request Process The Payment Request process involves the financial tracking and management of payments for approved purchase requests.
   • Payment Schedule: Approved purchase requests are forwarded to the payment schedule. If payment is made via cash or bank transfer, it is communicated to the relevant department.
   • Example: For the purchase of new equipment, the first payment is made via bank transfer according to the established payment schedule.
   • Financial Control: After completing the payment, the finance department uploads the payment receipt to the system. This ensures transparency and traceability of the payment process.
   • Example: The receipt of a payment made by bank transfer is scanned and uploaded to the system.
   • Completion of Payment Process: Once payments are completed, all transactions are recorded in the system and shared with the relevant departments. This simplifies the tracking and reporting of payment processes within the company.
   • Example: Once the entire payment process for a project is completed, a project cost analysis can be done based on this information. These processes ensure the company’s cash flow is managed more effectively, and financial obligations are met on time.

General Management and Optimization of Processes The process system can be customized and optimized according to the company’s needs. The system’s different modules provide ease for users at every stage of the processes:

• Inbox: Viewing all tasks and requests in one place.
• Completed Payments: Tracking all approved and completed payment transactions.
• Contracts: Managing and tracking all contracts made by the company.
• Order Tracking Details: Monitoring and reporting all details of the processes.

These customization options increase operational efficiency while ensuring effective use of costs and resources. The process system offers effective solutions to the challenges businesses face in time and resource management, making each stage of the process traceable, optimized, and efficient.