Solution for NGO

Payment and Purchasing Workflow System

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Domain

A Large Non-Profile Organization (NPO) with more than 500 active users and 20 service center around Hong Kong.

System

  • Payment and Purchasing Workflow System (PPWS)

  • ASP.NET / AJAX / MSSQL Server / VPN / PDF Writer/ AABBYY OCR Engine

  • Year of usage: 10 years

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Situation

A NPO is facing with an increasing need to manage the internal purchasing and payment on their staffs especially with amount of more than $5,000. Purchase history and record is needed for audit purpose.

For standard NPO practices, approval is needed on the following cases:

Items Approver No. of Quotations
< $5,000 1 person (Supervisor) 1
$5,001 - $29,999 2 persons (Supervisor, Manager) 2
> 30,000 4 persons (Supervisor, Manager, Service Manager, Head Office) 3

Before using our PPWS, they are using email, fax and even mail the original copies of purchasing documents back and forth to approvers. It spends a lot of paper and time for approvers to receive the support documents and sign the requests. It is also hard to manage and calculate the purchase records on different financial year.

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Challenges

  • Over 20 office locations around HK which need to provide document supports on purchasing

  • Purchase requests are approved by manager by signing on a paper now. However, manager may locate in different office locations

  • Account department need to arrange payment to requestors with full document supports and valid approval.

Highlight

  • Average time for approval process from “raise request” to “get payment”: From 2 weeks down to 2 days

  • Each office location can easily manage their purchase history themselves

  • All documents are stored in PPWS in digital format (PDF), much easily for manager level to search and report the historical purchase