The challenge
The client runs several departments and branches, each with its own budget. They needed purchasing to be controlled: only the right people raise requests, every request goes through the right approvals, and everyone can see how much budget is left before committing spend.
What we delivered
- User access and organisation structureRole-based access aligned to each user's modules and responsibilities, with complete department and branch hierarchies.
- Controlled operational workflowsMaterial Requests, Purchase Orders and Purchase Receipts can only be created by authorised users. Each goes through a multi-level approval hierarchy, and material requests use a naming series based on service type.
- Chart of accounts and budgetingA custom chart of accounts designed around expense heads and operational units. Choosing an expense head shows only its relevant accounts, and more than 50 budget allocations are linked directly to operational units.
- Real-time budget metricsAllocated, utilised and remaining budget fields on material requests and purchase documents update as documents are submitted, and appear on the printed documents.
- Accounts and finance integrationDefault accounting dimensions, supplier payment terms and automatic ledger postings across buying and inventory transactions.
- Dependent fields and audit-trail print formatsSelecting a department filters its branches and shows that branch's allocated budget. Print formats include an approval tracking table with role, date and signature for every stage.
- Data imports and Tally integrationImport setups for users, employees, suppliers with default accounts, items with expense ledgers, auto item codes and GST, plus racks, accounts, GSTIN, HSN codes, budgets and the chart of accounts. Report exports match Tally's import format.
How we work on this engagement
- Long-running ownership of the implementation, rather than one-off feature drops.
- Clean schema design and structured naming series.
- Process control through role-based permissions, multi-level approvals and financial controls.
The result
Every purchase now follows the agreed approval path, and budget usage is visible at the moment a request is raised. Printed documents carry a complete approval audit trail, and finance can still hand data to Tally when needed.