SMSS provides an Annual Procurement Plan (APP) Report based on the consolidated Project Procurement Management Plan (PPMP) of every Office/Department within the LGU. It was developed to automatically generate Reports that are normally required by General Service Office (GSO) and Commission on Audit (COA) and Reports on the acquisition cost or purchase value, existing usage, book value, depreciation, and accurate inventory systems.

• Procurement
  • Purchase Request (PR) – Contains list of items requested by the Department based on their approved APP.
  • Obligation Request (OBR)– Retrieves the total amount from the Department’s approved PR to be processed for Certification of Appropriation and obligated under a specific account
  • Purchase Order (PO) – Retrieves the list of items requested by the Department that were processed thru a specific Mode of Procurement displaying the Winner’s Bidders Bid Amount per Item. It also serves as the Contract between the LGU and the Supplier.
• Inventory
  • Delivery Receipt (DR) from Supplier – A document that is signed by the receiver of a shipment to indicate that they have received the item being shipped and have taken possession of it
  • Inspection and Acceptance (IAR) – Generates Inspection and Acceptance Report of the delivered items by the Supplier based on the approved PO.
  • Requisition and Issuance Slip & Property Ack nowledgement Receipt (RIS & PAR) – Issued by Supply Officer upon distributing of Delivered and Accepted items to the Requisitioning Office.
• Disbursement
  • Purchase Order (PO) – Contract based on the awarded Project between the LGU and Supplier.
  • Delivery Receipt (DR) from Supplier – A document that is typically signed by the receiver of a shipment to indicate that they have received the item being shipped and have taken possession of it.
  • Statement of Account (SOA) – It is a document that reflects all transactions that took place between the supplier and GSO for a given period of time.

Manages and monitors the issuance of delivered and accepted supplies and properties, and disposal of items that are beyond economical repair and their useful life. It can be used for real-time access to your equipment information such as the Acquired Date, Acquisition Cost, Accountable Person, Responsibility Center, and the item’s status. It can also provide an accurate and actual inventory of the Agency.

FIFO stands for First-In, First-Out. The FIFO method assumes that the oldest item in the inventory must be the first to be issued out.

SMSS has embedded Barcode and Radio Frequency Identification (RFID) technology which aids the Supply Officer to determine the stock discrepancy and track the history of each item. The system can create a ready-to-print barcode based on the Property Number of a specific item which can be used for inquiry regarding the details and history of the item. Radio Frequency Identification (RFID) converts the item’s property number into a hex-code which will be embedded in the tag that can be used for the Physical Verification of the quantity and condition of items. The RFID device generates a spreadsheet file that can be uploaded into the system to convert it to an Inventory Report.

Tracking of Perishable Goods

The System monitors the expiry dates of Food and Medicines and reminds users thru an “Alert! Pop-up” one month before the expiration to take action to return and replace the Items before the Expiry Date.

SMSS helps to track Medicines and Medical Supplies by providing an Alert Notification for Items or Goods near the expiry date. The system requires the encoding of Expiry Dates of Medicines and Medical Supplies. An Alert Pop-up window will remind users one month before the expiry date to take action to return and replace the items before the expiry date.

Re-Order Point Alert Notification

Re-Order Point (ROP) is a tool that provides information to the Procurement Officer that a Critical Level of an Inventory has been reached that requires replenishment of that particular item or supply. An Alert pop-up is triggered automatically to prod action by the Procurement Officer. ROP is computed based on the formula for the Economic Order Quantity (EOQ). The EOQ (or any other formula that may be used) is computed and loaded into the Supply Ledger of each item or supply.

Depreciation Rate is the percentage rate at which an asset is depreciated across the estimated productive life of the asset. It is viewed in the Records module of the System.

Purchase Request and Purchase Order Numbers are auto-generated to avoid duplication which usually happens in manual processes.

AUTOMATIC GENERATION OF BIDDING REFERENCE NUMBERS

ITB Number, AOQ, RFQ are automatically generated to avoid duplication and for more accurate referencing of records.

Facilitates the processes involved in getting rid of the property by selling, auctioning, or donating to individuals or organizations when no future economic benefits are expected from its use.

10. Audit Trail for all Transactions and Automatic Generation of Report

AUDIT TRAIL FOR ALL TRANSACTIONS

Systems Manager Module of SMSS provides a Multi-Level Security that logs all activities of the users.

AUTOMATIC GENERATION OF REPORTS

SMSS consists of components that produce the System’s default reports such as Purchase Request, Purchase Order, Physical Count of Inventories, etc. Records are also readily available thru the Queries sub-module.