Service
Purchasing and inventory automation: requests, quotes, POs and stock
Purchasing automation takes a purchase request through approval, vendor quotes, purchase order and receiving, and updates stock when goods arrive. Every step is recorded against one item master and one stock ledger. Kyn Technology builds this for manufacturers, distributors and project businesses in Singapore and Southeast Asia.
A focused first release reaches production in about 14 days once scope and access are settled. Rights in the custom work are assigned to the client on full payment, as set out on /legal.
On this page
Purchasing flow
1. Purchase request
Staff raise a request by picking items from the item master, with quantity, project and needed-by date. Items not yet in the master can be added inline and marked for review, so a request is never blocked by a missing code.
2. Approval
Requests route to the approver set by department, project or amount. Approval, rejection and comments are logged with name and time. Editing an approved request resets the approval.
3. Three quotes
Approved items go out for quotation to three vendors. Each vendor receives a link to a quote page that needs no login, enters price and lead time per item, and submits. Quotes land side by side.
4. Selection and purchase order
The cheapest compliant quote is preselected per item. The buyer confirms or overrides with a reason. The system generates the PO and emails it to the vendor.
5. Receiving
The store records what arrived against the PO line: full, partial or rejected. Received quantities post to the stock ledger. Short deliveries stay open on the PO.
Our guide Running a three-quote purchasing process covers the rules behind each step.
Stock and item master
One item master
Every request, quote, PO and receipt points to one item record with one code. Duplicate items from old spreadsheets and systems are merged during setup.
One stock ledger
Every movement in or out is a ledger row: receiving, issue to a project, return, adjustment. Stock on hand is the sum of the rows, so any figure can be traced to its movements.
Consumables and tools
Consumables carry minimum levels and raise low-stock alerts. Tools are lent and returned through a withdraw kiosk, with the borrower and date on every loan.
Built and running
Steel fabrication manufacturer, Southeast Asia
- Purchase request, approval, three vendor quotes per item through a no-login quote page, cheapest selected, PO emailed, receiving updates stock.
- 2,702 of 2,724 imported PO lines carry prices.
- One item master and one stock ledger, replacing separate trackers.
- Consumables low-stock alerts.
- Tool loans: 1,912 imported, with a withdraw kiosk for new loans and returns.
Where people stay in the loop
- Approval of every request before quotation.
- Vendor selection. The cheapest quote is preselected; a buyer confirms it or records why another vendor was chosen.
- New items added during a request, reviewed before they become permanent master records.
- Receiving. The store confirms quantity and condition; the system does not assume delivery.
- Stock adjustments, which need a reason and a named approver.
What it is not
Not an ERP replacement by default
If your ERP already handles purchasing well, we connect to it rather than replace it. A custom build fits when the ERP is too rigid, too expensive per seat for the store team, or not used at all.
Not a vendor marketplace
Vendors are yours. The system sends quote requests to vendors you list; it does not source new ones.
Not accounting
POs and receipts feed the accounting system, e.g. Xero, for bills and payment. Booking and payment approval stay in finance. See operations dashboards for spend and stock reporting.
Data protection
Purchasing data holds vendor contacts and staff names. Builds follow Singapore’s Personal Data Protection Act and the equivalent laws in Indonesia and Malaysia. Vendor quote links show only the items sent to that vendor, and never expose other vendors’ prices. Fees are set per scope; see /pricing.
Frequently asked questions
Do vendors need an account to submit a quote?
No. Each vendor receives a link to a quote page for the items sent to them. They enter price and lead time and submit. The page shows no other vendor’s prices.
Can we import our existing items and purchase history?
Yes. Item lists, past POs and stock counts are imported during setup, with duplicates merged. In one build, 2,702 of 2,724 imported PO lines carried prices; the rest were listed for the team to fill.
Is the cheapest quote always selected?
It is preselected. A buyer confirms it or selects another vendor and records the reason, such as lead time or quality. The reason stays on the PO.
Does it work with our accounting system?
POs and receipts can be exported or posted to accounting systems with an API, e.g. Xero, so bills match what was ordered and received. KYN has no official partnership with any accounting software vendor.
Can staff use it on a phone?
Yes. Requests, approvals, receiving and the tool kiosk are built for phone, tablet and desktop.
How long does a build take?
About 14 days for a focused first release once the approval rules, vendor list and item data are settled. Large or messy item imports add time.