The Product · Procurement Cycle
The Whole Buying Cycle, Indent to Payment.
One closed loop inside the Merciglobal Cloud ERP — raise an indent, source competitively through RFQ and rate contracts, cut a purchase order, receive and quality-check goods into stock with a GRN, and pass a three-way-matched invoice through to payment. Fully tax-compliant for India and the UAE, and customised for how each industry actually buys.
The cycle
Seven stages, one connected flow.
Indent & sourcing
From a need to the best price.
A department raises an indent; multi-level approval routes it up the hierarchy. Approved requirements are sourced competitively — float an RFQ to registered vendors and compare their quotes automatically, or price straight from a standing vendor rate contract. No purchase moves without the right sign-off.
- Indent → multi-level approval & escalation
- RFQ (automated & manual) to registered vendors
- Quote comparison with suggested vendor
- Vendor rate contracts for repeat buys
Sourcing is powered by the dedicated RFQ module.
Receipt & quality
Into stock — only once it passes.
Material arriving at the gate is logged with vehicle in/out and weighbridge weighment, then booked on a purchase challan against its PO. A quality check decides accept, reject or hold; on acceptance the GRN updates stock with batch/lot, weight and meter detail, and flags any under- or over-delivery.
- Gate inward · vehicle in/out · weighment
- Purchase challan linked to PO for validation
- Quality check — accept / reject / hold
- GRN updates stock with batch & lot
Invoice & payment
No bill posts until it matches.
Purchase invoices are matched against the PO and the GRN on both quantity and price before they post. Anything that doesn't reconcile is held, not paid. Indian GST, TDS and TCS and UAE VAT are computed to rule, vendor payables hit the ledger, and imports carry landed cost from freight, duty and clearing.
- Three-way match: PO ↔ GRN ↔ invoice
- GST / TDS / TCS & UAE VAT to rule
- Imports · BL · apportioned landed cost
- Returns with auto debit / credit notes
| Item | PO | GRN | Bill | |
|---|---|---|---|---|
| MS Plate 10mm | 200 | 200 | 200 | MATCH |
| Copper Busbar | 50 | 50 | 48 | HOLD |
| HR Coil | 120 | 120 | 120 | MATCH |
Everything included
A full purchase department, built in.
Indent & multi-level approval
Departments raise indents against requirement; configurable person-1 / person-2 / person-3 approval routes them up the hierarchy with escalation for over-budget lines.
RFQ — automated & manual
Float a Request for Quotation to every registered vendor for an item, collect quotes through a self-service link, and compare automatically — or capture quotes manually.
Quote comparison
A side-by-side comparison of every quote — rate, lead time, grade and discount — with a recommended vendor per item you can override before awarding.
Vendor rate contracts
Hold negotiated, period-bound rates per vendor and item, so repeat purchase orders price themselves from the contract without re-quoting.
Purchase Order & breakup
Convert an approved quote or indent into a PO with rate breakup and terms; status flows Draft → Submitted → Approved, and the PDF is emailed to the vendor automatically.
Gate inward & weighment
Record material arriving at the gate with vehicle in/out and weighbridge weighment — essential for bulk inwards like waste-paper, pulp and yarn.
GRN with batch / lot
Goods Receipt Notes update stock the moment material is received, with batch/lot, weight- and meter-wise capture and pending-order (under/over delivery) tracking.
Quality check on receipt
Inspect against quality parameters at receipt — accept, reject or hold — so only passed material flows into usable stock and onward to billing.
Purchase invoice & 3-way match
Bills are matched against the PO and GRN on quantity and price before they post — discrepancies are held, not paid by mistake.
GST / TDS / TCS & UAE VAT
Full Indian tax treatment — IGST/CGST/SGST split, TDS and TCS — plus UAE VAT, with e-Way-Bill-ready transport details.
Imports, BL & landed cost
Handle imports with Bill-of-Lading management and apportion freight, duty and clearing across items to land an accurate per-unit cost.
Returns, payments & reports
Raise purchase returns with auto debit/credit notes and stock reversal, post vendor payables to the ledger, and track every PO with activity / pending-status reports.
Customised per industry
The same cycle, tuned to what you buy.
The procurement loop is identical everywhere — but the items, units, taxes, quality checks and approval routes are configured to each sector. Here is how it changes shape across the industries we run.
Weaving · Rapier-Jacquard
Yarn, beam and grey-fabric purchase with quality/count, weight- and meter-wise challans, batch/lot tracking and costing integration.
Paper
Waste-paper and pulp procurement with gate inward, weighbridge weighment and moisture/quality capture before GRN.
Dyeing & Printing
Dye and chemical procurement with shade/batch control and dedicated vendor management for the colour supply chain.
Engineering
Raw-material and bought-out component indents, quote comparison and live PO activity status across job-work and projects.
Jewellery · Gold
Gold and findings purchase valued on purity and making charges, with weight-based capture for the bullion supply chain.
Fenestration
Profile, hardware and glass purchase with rate breakup and PO activity status for window and façade orders.
Ports & ICD
Stores, spares and service procurement with the same approval, GRN and invoice controls applied to operations purchasing.
Every sector
The same closed-loop cycle, with item masters, units, taxes and approval routes configured to how your industry actually buys.
Why it matters
Tighter control. Cleaner books.
Every rupee, controlled
Indents, budgets and multi-level approval mean nothing is ordered without the right sign-off — and competitive sourcing keeps prices honest.
Stock and books always tally
GRN updates stock and three-way matching gates the bill, so inventory, payables and the ledger stay reconciled by design.
A faster, hands-off cycle
Auto RFQ, rate contracts, PO emails and pending-status reports take the chasing out of buying — the team reviews and approves.
Built for how you buy
From yarn and pulp to gold and glass, the cycle is tuned to each industry's items, units, taxes and quality checks.