Purchasing & Procurement
The full procurement chain — requisition, precinct-and-county approval, fund certification, purchase order, receiving, and claim — with record-level separation of duties.
A staffer drafts a requisition with an amount, a vendor, and optional line items; it gets a REQ code and routes to the precinct approver, then up the county chain, through fund certification, into a purchase order, receiving, and the claim for disbursement — every step gated so no one person can both request and approve.
What you can do
Draft a requisition
Enter an amount, description, justification, vendor, and department; add line items for itemization. Submitting generates a REQ code and routes it to the precinct approver.
Route the chain
Each order moves through the precinct and county approval chain, with record-level separation of duties enforced at every step.
See what needs you
Toggle "My inbox" to show only the orders awaiting your action, with a badge count so nothing waiting on you slips past.
Use the vendor registry
Pick an active vendor from the registry or type a one-off name; vendor status (e.g. inactive) is flagged right on the queue.
PO, receive, claim
Certify funds, issue the purchase order, receive goods, and audit the claim for disbursement — the whole lifecycle in one queue.
Watch fiscal-year spend
KPIs show total orders, your inbox count, fiscal-year spend, and active vendors; a by-status breakdown chips out the queue at a glance.
Charge to project & fund
Charge a PO against a project or grant and against a fund appropriation, so it draws down the right fund the moment it's certified.
A typical workflow
- Draft the requisition — set the amount (the controlling figure), describe it, pick a vendor, and add line items if you want itemization.
- It routes for approval — a REQ code is generated and the request goes to the precinct approver, then the county chain.
- Funds are certified — the order is checked against budget before it becomes a purchase order.
- Goods are received — receiving is recorded against the PO once the order arrives.
- Claim for disbursement — the claim is audited and the payment is released (check today; card is a future add-on).
A closer look
A road-and-bridge clerk drafts a requisition for culvert pipe, picks the vendor from the registry, and submits — it gets a REQ code and lands in the precinct approver's inbox. Because the clerk can't approve their own request, it waits for the right signoff; after fund certification it becomes a PO, goods are received, and the claim is audited before the check is cut. The fiscal-year spend KPI ticks up the moment it clears.
Staff:
/dashboard/purchasing. The PO queue, status filters, "My inbox" toggle, and new-requisition form are here; each row opens the order's detail and approval trail.Works with
Projects & Grants for the budgets and grants a purchase charge-codes to and draws down · Fund Accounting for the fund appropriation a PO is certified against · Inventory for the stock that received goods replenish · Documents for quotes, contracts, and claim backup.