The purchase process has been designed in strict conformity with the policy laid
down at the University of Hyderabad. Some of the guiding notes are mentioned
below to help you during transaction in SFACTS:
1. When the gross value of the item purchased is below Rs.10,000/-, you
will have to generate Purchase Order directly in the PO Commitment Screen
(Accounts Payable > Transactions > PO Commitment. Hence, you do not
have to generate Indent, Quotation, Quotation Comparison & Proposal to
generate PO.)
2. When an Indent category is ‘Proprietary’ or ‘Rate Contract’ & Gross value of
item purchased is above Rs.10000/-:
a. Generate an Indent
b. Generate a Quotation (PI has to authorize a single quotation before
moving to Generate Purchase Proposal; when there is multiple
quotation when the indent is of category ‘Other” then quotation
comparison is a must)
c. You need not do ‘Quotation Comparison’ when the Indent category is
‘Proprietary’ or ‘Rate Contract’
d. Generate a Proposal
e. Generate PO & submit for approval………
3. When the indent category is ‘Others’ a proposal is followed by minimum
quotation stated below:
Proposal Value
No. of
Qtn.
10,001 – 50,000
3 Nos
(Min.)
50,001 – Above
6 Nos
(Min.)
NOTE: During situations when a PI gets only one quotation; a PI has to give
his / her justification for having only on quotation in the ‘Quotation
Comparison’ screen before proceeding to generation of Purchase Proposal.
4. Stages of Approval of a Purchase Proposal:
Proposal Value
10,001 –
1,00,000
1,00,001 –
2,00,000
2,00,001 –
5,00,000
5,00,001 Above
Submit
Approve
/ Reject
Approve /
Reject
Approve
/ Reject
Approve
/ Reject
Approve
/ Reject
Approve
/ Reject
PI
Authorize
PI
PI
HOD
Dean
PI
PI
HOD
Dean
IAO
PI
HOD
Dean
SO
PI
IAO
FO
VC
PI
I.
Purchase Indent
Purpose:
Generation of a Purchase Indent is mandatory to:
• Enter Quotation/s
• Compare Quotations
• Generate Purchase Proposal
• Generate a Purchase Order
Predefined Field:
• Indent Type
• Category
• FOC (Free of Cost)
:
:
:
Capital / Consumable
Proprietary / Rate Contract / Others
Where an item is supplied free
Pre-requisites:
•
•
•
•
•
•
Project Name
CoA (Chart of Account /
Budget Head)
Currency
PI Name
Item Name
Unit of Measure (UoM)
:
Select from Drop Down
:
:
:
:
:
Select from Drop
Select from Drop
Auto Populate
Select from Drop
Select from Drop
*Item Name
#Expected Date
:
:
Select from Drop Down
Enter the date
Down
Down
Down
Down
Enter:
•
•
(* Where an item name is not available in the Drop Down select “New
Item” from the drop down and enter the appropriate description of the item;
Entering a “New Item” description does not amount to creation of Item
Master in the Inventory Module)
(# Expected Date is the date on which you want the item to be delivered at
your lab or office)
II.
Enter Quotation
a. Quotation
Purpose:
In this screen you will be require to enter the quotations of prospective
bidders.
Predefined Field:
• None
Pre-requisites:
•
•
•
•
PI Name
Indent No.
Vendor Name
Currency
:
:
:
:
Select
Select
Select
Select
from
from
from
from
Drop
Drop
Drop
Drop
Down
Down
Down
Down
Enter:
•
•
•
•
*FOC Item
:
Select from Drop Down
(* situations where an item is supplied free of cost along with other
items)
FOC Qty.
:
Enter the Qty.
Vendor Qtn. No.
:
As quoted by the Vendor
Quotation Copy
:
Attach a scanned copy of the
quotation for future reference
b. Tax / Charge / Discount
Pre-defined Fields
• By Document
• By Item
• Type(Tax / Charge / Discount):
• Description
:
• TCD Master (Link)
:
Legend:
Select from Drop Down
Select from Drop Down
On Click will redirect to
the screen where you
may create Tax, Charge
or Discount
BT – Before Tax
BC – Before Charge
BD – Before Discount
c. Terms & Conditions
Pre-defined Field:
•
•
•
•
Warranty
Delivery
Payment Terms
Others
NOTE:
One will not be able to remover the Pre-defined T&C ‘Warranty’, ‘Delivery’ &
‘Payment Terms’.
One is allowed to remover or add further rows of T&C of type ‘Others’
III. Compare Quotation
Purpose:
Once you have completed the entry of all the Quotations of prospective
bidders; you will have to select one of the bidders for generation of PO
through Comparison of Quotation by making appropriate remarks against
one of the Approved bidder and Reject to the un-approved bidders.
Pre-defined Field:
•
•
•
Technical Quotation, if any
Indent for Re-submission
Indent Reject/Cancelled & Deleted
:
:
:
Pre-requisite:
•
•
•
•
•
PI Name
Indent No.
Indent Date
Indent Amount
Expected Date
:
:
:
:
:
Select from Drop Down
Select from Drop Down
Auto populate
Auto Populate
Auto Populate
NOTE:
1. When the indent is of type “Rate Contract” or “Proprietary” one may enter
only one quotation, skip the quotation comparison & directly generate
purchase proposal.
2. When the indent is of type “Others” and where the minimum quotation
criteria is not received, then the PI has to submit justification for the nonreceipt while performing quotation comparison.
Hence, Quotation Comparison is mandatory requirement for indent type
“Others”, even when only one quotation is updated.
IV.
Generate Purchase Proposal
Purpose:
Policy of the institute is built in the Purchase Proposal process. Select the
appropriate indent from the Drop Down, after completion of Quotation or
Quotation Comparison, as the case may be.
V.
Generate Purchase Order
(i)
PO Commitment
Predefined Field:
•
•
•
•
•
•
•
•
Numbering Type
Applicability
PO Type
Category
Perishable
LC Applicable
Retention
FOC (Free of Cost)
:
:
:
:
:
:
:
:
Automatic / Manual & Domestic / Foreign
By Document & By Item
Capital / Consumable
Proprietary / Rate Contract / Others
Yes / No
Yes /No
Yes / No
Yes / No
:
:
:
Dropdown
Dropdown
Dropdown
Pre-requisites:
•
•
•
Name
PO Currency
Item Name
PO No.
:
as ‘Manual’]
PO Date
:
Re-order Ref. PO No.
:
Proposal.
:
Exchange Rate
:
Expected Date
:
Base Amount
:
Tax & Charges
:
Discount
:
Total Commitment
:
Additional Commitment :
Total Gross Commitment :
Calculate Type
:
UoM
:
Qty. (Quantity)
:
Rate / UoM
:
Enter
PO No. [when Numbering type is selected
DD/MM/YYYY
Auto Populate
Auto Populate (when not ‘Direct’)
for Converting PO Value to Base Currency
Expected date for Delivery
Auto Populate(Text Field)
Auto Populate(Text Field)
Auto Populate(Text Field)
Auto Compute(Text Field)
Auto Populate(Text Field)
Auto Compute(Text Field)
Apply Before or After the appropriate TCD
Auto Populate
No. of items to be procured
Basic price / Unit
NOTE
1. A PI may generate & authorize a PO directly in the PO value is below
10000/-, under “Direct”
(ii)
PO Tax Charges & Discount
Predefined Field:
•
•
•
Type (Header)
Type (Grid)
Applicability
:
:
:
By Document / By Item
Tax / Charges / Discount
By Document & By Item
Pre-requisites:
•
Desc.
:
Dropdown based on the type selected in
grid
Amount
:
Auto calculate
Enter
NOTE
When the PO is generate from a Proposal the data entered in the selected
bidder will populated directly into the screen of Terms & Conditions
(iii)
PO – Terms & Conditions
When the PO is generate from a Proposal the data entered in the selected bidder
will populated directly into the screen of Terms & Conditions
(iv)
Additional Commitment
Purpose:
During an Import there are situations where the institute will have to bear
additional cost over and above the payment to the supplier of the item.
These costs are broadly classified as follows:
1. Customs Duty
2. Customs Clearing Charges
3. Bank Charges for TT or LC remittances
These collectively is assessed under “Additional Commitment”.
Predefined Field
•
•
Vendor Category
Type
:
:
C&F; CD; Bank Charges; Others
Flat ; Percentage
:
Select from Drop Down
Pre-requisites
•
Name
•
•
•
Flat/Percentage
:
Total Amount
:
Total Addl. Commitment :
Enter
NOTE:
Enter the appropriate value
Auto Populate
Auto Calculated on “Save”
1. Value mentioned in Additional Commitment is not paid to the Principal
Supplier of Item
(v)
Debit Head Commitment
Predefined Field
•
None
Pre-requisites
•
•
•
Agency Name
Project Name
CoA
:
:
:
Select from Drop Down
Select from Drop Down
Select from Drop Down
VI. Goods Receipt Note
Predefined Field
•
Numbering Type
:
Automatic; Manual
Pre-requisites
•
Numbering Type (Select)
the Doc. No. Setup
Name
:
Down
PO No.
:
Select from Drop Down
•
•
Remarks
Received Quantity
Enter remarks in brief
:
Quantity actually received
•
•
•
•
You can generate GRN only when the PO is Authorized
You cannot receive quantity more than the Quantity Ordered in the PO
Partial GRN is allowed
Submission of bill in part is not allowed
•
•
:
Define the Number Sequence in
Master
Name of Supplier – Select from Drop
Enter
:
NOTE:
VII. Request for Payment
a. Direct
Pre-Defined Fields:
•
•
•
•
•
Direct
PO Based
Non-PO Based
Bank / Cash
Pay Mode
o Cheque
o DD/PO
o Others
Pre-Requisite Field:
PI Name
Project
CoA (Chart of Account)
Bank/Cash Code
:
:
:
:
Select
Select
Select
Select
•
Recipient Name
:
•
•
•
•
•
Recipient Address
Bill No.
Bill Date
Amount
Particulars
:
:
:
:
:
Enter the name on whom cheque is to
be printed
Address of the recipient
Enter the Bill No.
Date of the Bill submitted
Amount of the Bill Submitted
Remarks on the amount spent
•
•
•
•
from
from
from
from
Drop
Drop
Drop
Drop
Down
Down
Down
Down
Enter:
NOTE:
1. Option is provided to enter multiple bills.
2. Option is also provided for upload of bills similar to the process followed in
PI Bill Submission.
b. PO Based
Pre-Defined Fields:
•
•
•
•
•
Direct
PO Based
Non-PO Based
Advance
Payment
Pre-Requisite Field:
•
•
•
Enter:
PI Name
Supplier / Recipient
PO No.
:
:
:
Select from Drop Down
Select from Drop Down
Select from Drop Down
•
•
•
Narration
Invoice No.
Invoice Date
:
:
:
Enter appropriate Narration
Enter the Invoice No. of the Supplier
Enter the Invoice Dt. Of the Supplier
NOTE:
1. PO Based bill submission is possible only when the PO is Generated in
SFACTS Online.
2. Submission of bill under ‘PO Based’ is possible when the ‘GRN’ (Goods
Receipt Note) process is completed by the PI for the PO’s generated on
SFACTS online.
3. Request you to submit only one invoice at a time, as the application
validates against any duplicate submission of Invoice for payment.
c. Non-PO Based
Pre-Defined Fields:
•
•
•
Direct
PO Based
Non-PO Based
Pre-Requisite Field:
•
•
•
•
PI Name
Supplier / Recipient
Project
CoA (Chart of Account)
:
:
:
:
Select
Select
Select
Select
from
from
from
from
Drop
Drop
Drop
Drop
Down
Down
Down
Down
Narration
Invoice No.
:
:
Enter appropriate Narration
Enter the Invoice No. of the Supplier
Enter:
•
•
•
•
Invoice Date
Payment Amount
:
:
Enter the Invoice Dt. Of the Supplier
Amount to be Paid to the Supplier
NOTE:
1. Non-PO Based bill submission may be adopted when the PO is NOT
Generated in SFACTS Online.
2. Request you to submit only one invoice at a time, as the application
validates against any duplicate submission of Invoice for payment.
3. A Capital Purchase cannot be submitted under Non-PO Based; during such
circumstances one has to generate a PO Online and then submit the
Invoice under “PO Based”