CENTRAL CONTRACT
PROCESS OF CENTRAL CONTRACT
Figure 1: E-procurement processes under Central Contract phase.
The Central Contract consist of two types:
(a) Requisition Processing
The requisition process starts when the Government User selects products or services to procure and ends when a purchase order (PO) has been sent to the Supplier. The detail processes involved are:
• Product Selection e-Perolehan allows the Government User to select products or services to be procured from the electronic catalogue stored in a central repository.
• Requisition Creation As the Government User selects the products; e-Perolehan will register the selection of products on the electronic requisition cart.
• Requisition Approval e-Perolehan supports online approval of purchase requisitions that are submitted.
• Purchase Order Generation On completion of final level approval of the requisition, the purchase order ("PO") will be automatically generated by e-Perolehan.
(b) Order Fulfillment
The order fulfillment process involves acceptance of the PO by the Supplier, fulfillment of order by the Supplier and confirmation of receipt of goods or services by the Government User.
• Acceptance of Purchase Order Once the PO has been generated and sent to supplier; they are acknowledged and accepted by the suppliers.
• Fulfillment of Order Upon acceptance of the PO, a delivery order will be generated and sent prior to the actual delivery of goods.
• Acknowledgement of Goods Received Upon checking and verification of the physical goods delivered or services rendered, the Government User is required to acknowledge receipt of goods in e-Perolehan and generate a Goods Received Note (GRN).
• Purchase Order Matching In order to enable payment, matching of PO, goods received notes, invoices and other supporting documents will be conducted.
• Payment Advice Creation Upon successful matching of all relevant documents, a payment advice will be generated by e-Perolehan and routed to the Government's legacy system for voucher generation and payment processing. The Government will make payment to Suppliers in accordance with the terms and conditions of the contract entered into between the Government and respective Suppliers.
(a) Requisition Processing
The requisition process starts when the Government User selects products or services to procure and ends when a purchase order (PO) has been sent to the Supplier. The detail processes involved are:
• Product Selection e-Perolehan allows the Government User to select products or services to be procured from the electronic catalogue stored in a central repository.
• Requisition Creation As the Government User selects the products; e-Perolehan will register the selection of products on the electronic requisition cart.
• Requisition Approval e-Perolehan supports online approval of purchase requisitions that are submitted.
• Purchase Order Generation On completion of final level approval of the requisition, the purchase order ("PO") will be automatically generated by e-Perolehan.
(b) Order Fulfillment
The order fulfillment process involves acceptance of the PO by the Supplier, fulfillment of order by the Supplier and confirmation of receipt of goods or services by the Government User.
• Acceptance of Purchase Order Once the PO has been generated and sent to supplier; they are acknowledged and accepted by the suppliers.
• Fulfillment of Order Upon acceptance of the PO, a delivery order will be generated and sent prior to the actual delivery of goods.
• Acknowledgement of Goods Received Upon checking and verification of the physical goods delivered or services rendered, the Government User is required to acknowledge receipt of goods in e-Perolehan and generate a Goods Received Note (GRN).
• Purchase Order Matching In order to enable payment, matching of PO, goods received notes, invoices and other supporting documents will be conducted.
• Payment Advice Creation Upon successful matching of all relevant documents, a payment advice will be generated by e-Perolehan and routed to the Government's legacy system for voucher generation and payment processing. The Government will make payment to Suppliers in accordance with the terms and conditions of the contract entered into between the Government and respective Suppliers.