Enterprise material procurement management system and method

Abstract

The application belongs to the technical field of enterprise material procurement management, and particularly relates to an enterprise material procurement management system and method. The system comprises a data collection module, a material procurement budget module, a material procurement execution module, a material budget change module and a statistical module. The method is realized based on the system. The system and method provided by the application facilitate multi-dimensional flexible statistics of procurement data and supplier data, make the procurement process more reasonable, programmed and transparent. The system and method can also reasonably allocate resources of material goods, improve the fine management level of enterprises and enhance the competitiveness of enterprises.

Description

Technical Field

[0001] This invention belongs to the field of enterprise material procurement management technology, specifically relating to an enterprise material procurement management system and method. Background Technology

[0002] Due to business operations and office needs, each business department and management department has its own material procurement requirements. The types of materials procured are numerous, quantities vary, and procurement frequency is unpredictable. Currently, each business department and management department is responsible for its own material procurement. After procurement, records are manually kept and material procurement reports are generated. Manual data recording is tedious and prone to errors. The material procurement reports prepared by each department need to be submitted to the finance department for unified recording and management. When each department conducts material procurement, uncertain procurement processes require multiple rounds of communication with the finance department, increasing communication costs. Furthermore, after material procurement reports are submitted to finance, they are frequently returned due to incomplete or incorrect material procurement information, or because the annual budget exceeds the department's annual budget. This also requires multiple rounds of communication and confirmation between each department and finance, further increasing communication costs. Overall, communication costs at each stage are high.

[0003] Each department makes its own purchases, and the need to collect and process scattered procurement information for the same items increases the workload and reduces efficiency. Furthermore, independent procurement by each department makes it impossible to trace the exact source of each purchased item, resulting in low operational transparency. Summary of the Invention

[0004] This invention addresses the problems of current enterprise material procurement being conducted manually, which includes cumbersome and fragmented procurement work, errors due to manual recording, high communication costs at each stage, low procurement efficiency, and low transparency of offline operations. It provides an enterprise material procurement management system and method.

[0005] The technical solution claimed by this invention is as follows:

[0006] An enterprise material procurement management system includes, in sequence, a data collection module for collecting historical material procurement information from various departments, a procurement budget module for setting annual material procurement budgets for each department based on the historical material procurement information collected by the data collection module, submitting them for review and approval, and taking effect after approval, a pre-procurement execution module for determining whether material procurement can be carried out, a procurement execution module for carrying out material procurement, and a procurement budget modification module for applying for changes to the material procurement budget; the pre-procurement execution module and the budget modification module are interconnected.

[0007] After the budget takes effect, the pre-procurement execution module is used by each department to initiate material procurement requests. During the approval of procurement requests, the total amount of all materials to be procured in the procurement request is calculated and compared with the available amount of the annual budget. If the total amount is less than or equal to the available amount of the annual budget, the procurement request is approved; otherwise, the procurement request is rejected and a prompt to change the procurement budget is made. If the procurement request is approved, the procurement execution module executes the procurement request. The maximum quantity of a single material actually procured should be less than or equal to the quantity of the corresponding single item in the procurement request, and the total amount should be less than or equal to the available amount of the annual budget. If the above rules are met, the procurement is executed, and the available amount of the annual budget is automatically deducted; otherwise, the procurement is not executed, and the process is returned to the initiator of the procurement request.

[0008] Preferably, the purchase application should specify the details of the items to be purchased, including: name, specifications, SKU code, budgeted quantity, budgeted unit price, and budgeted amount.

[0009] Preferably, the system further includes a statistical module connected to the material procurement execution module for compiling annual material procurement information for various departments of the enterprise.

[0010] Preferably, the formula for calculating the total amount of all materials is as follows:

[0011]

[0012] in: This represents the unit price of the i-th item in this purchase; V represents the quantity of the i-th item in this purchase; V represents the total amount of the items purchased in this purchase.

[0013] Preferably, the formula for calculating the available budget amount is:

[0014]

[0015] in: This indicates the available budget balance for the nth purchase. Indicates the total annual budget; This represents the actual amount spent on the i-th purchase of the item.

[0016] Preferably, after the material procurement budget change is approved, the system will automatically update the total material procurement budget amount for the corresponding department.

[0017] Preferably, the system's basic technical framework adopts a layered architecture, including a database layer, a data access layer, a business logic layer, a proxy layer, and a presentation layer.

[0018] Preferably, the judgment logic of the procurement execution module is as follows: 1. The quantity of a single item procured cannot exceed the budgeted quantity of the procurement request, that is:

[0019] =

[0020] 2. The available balance of the Nth procurement budget is greater than or equal to the total amount of the Nth procurement request, and the actual total procurement execution amount is not greater than the total procurement request amount, that is:

[0021] =

[0022] Where: Qi is the budgeted quantity of the i-th item in the purchase request; The actual quantity of the i-th item purchased during procurement execution; For the nth purchase, the available balance of the annual budget; For the nth procurement, the total amount of the procurement request is... The actual total amount of the procurement execution;

[0023] During the procurement process, both 1 and 2 must be satisfied simultaneously.

[0024] The present invention also provides a method for enterprise material procurement management of the above-described system, comprising the following steps:

[0025] S1: After the annual material procurement budget limit in the procurement budget module is approved and takes effect, each department of the enterprise can initiate a material procurement application.

[0026] S2: The pre-procurement execution module makes a judgment based on the procurement request. If the total amount of the procurement request exceeds the annual budget balance, the procurement request is rejected and a message is displayed: "The total amount of the request exceeds the budget balance, and the procurement cannot be submitted; a budget change is required." Otherwise, the procurement request is approved, and the procurement execution module executes the procurement request. If the actual maximum quantity of a single material to be procured is less than or equal to the quantity of the corresponding single item in the procurement request, and the total amount is less than or equal to the available annual budget, then the procurement is executed, and the available annual budget is automatically deducted. Otherwise, the procurement is not executed, and the process is returned to the procurement request initiator.

[0027] S3: Apply for a change to the upper limit of the material procurement budget through the budget change module;

[0028] S4: Each department of the enterprise initiates a material procurement request and returns to step S2.

[0029] Preferably, in the above method, if the procurement execution module determines that the upper limit of the actual quantity of a single material to be procured is higher than the quantity of the corresponding single item in the procurement application, it will prompt: the actual transaction quantity cannot exceed the procurement application quantity, and the procurement cannot be applied for; if the procurement execution module determines that the total amount is higher than the available amount of the annual budget, it will prompt: the total amount applied for exceeds the budget balance, the procurement cannot be carried out, and a budget change is required.

[0030] Beneficial effects

[0031] This invention provides an enterprise material procurement management system and method. A data collection module collects historical material procurement information from various departments within the enterprise. A procurement budget module sets annual material procurement budgets for each department based on this historical information. A pre-procurement execution module, based on the set annual procurement budget, judges procurement requests and determines whether they are approved. If approved, a budget change is prompted; otherwise, the procurement process continues. The system provides a unified and complete platform supporting online procurement processes for all departments. It determines each department's annual material procurement budget based on historical procurement information and submits it for review. The annual procurement budget only becomes effective after approval, making it more standardized, reasonable, and transparent compared to offline processes, thus solving the problem of low transparency in current offline enterprise material procurement operations. The pre-procurement execution module performs logical judgments on procurement requests. For logically valid requests, the procurement process continues; for invalid requests, the system provides a detailed reason for failure, eliminating the need for additional communication and solving the problems of high communication costs and low efficiency in current enterprise material procurement processes. The system establishes a unified and complete procurement process, standardizing procurement management and operation procedures for enterprise material procurement processes. Meanwhile, it breaks through the limitations of traditional manual procurement. Data is centrally hosted on a single system platform, solving the problems of tedious, fragmented, and error-prone manual procurement currently faced by enterprises. Effective data integration within the system reduces communication costs at each stage, further improving procurement efficiency and standardizing processes and functions. It also facilitates flexible, multi-dimensional statistical analysis of procurement and supplier data, making the procurement process more rational, procedural, and transparent. Furthermore, it enables the rational allocation of resources for materials, enhancing the enterprise's refined management level and strengthening its competitiveness. Attached Figure Description

[0032] Figure 1 This is a diagram of the enterprise material procurement management system in an embodiment of the present invention.

[0033] Figure 2 This is a thematic architecture diagram of the enterprise material procurement management system in an embodiment of the present invention.

[0034] Figure 3 This is a flowchart of the enterprise material procurement management method in an embodiment of the present invention. Specific implementation methods

[0035] To make the objectives, technical solutions, and advantages of the present invention clearer, the technical solutions will be further described clearly and completely below with reference to the accompanying drawings.

[0036] Example 1: Enterprise Material Procurement Management System

[0037] This set of embodiments provides an enterprise material procurement management system, including a data collection module for collecting historical material procurement information from various departments, a procurement budget module for setting annual material procurement budgets for each department based on the historical material procurement information collected by the data collection module, submitting them for review and approval, and taking effect after approval, a pre-procurement execution module for determining whether material procurement can be executed, a procurement execution module for executing material procurement, and a procurement budget modification module for applying for changes to the material procurement budget; the system also includes a statistical module connected to the procurement execution module for compiling annual material procurement information from each department; the pre-procurement execution module and the budget modification module are interconnected; when the pre-procurement execution module and the procurement execution module determine that the total amount of all materials to be procured is greater than the available budget, they prompt for a procurement budget modification. After the budget modification module modifies the budget, the pre-procurement execution module re-executes the pre-procurement process.

[0038] After the budget takes effect, the pre-procurement execution module is used by each department to initiate material procurement requests. Once a procurement request is approved, the total amount of all materials required in the request is calculated and compared with the available budget. If the total amount is less than or equal to the available annual budget, the procurement request is approved; otherwise, it is rejected, and a budget change is prompted. If the procurement request is approved, the procurement execution module executes it. If the actual quantity of a single material purchased does not exceed the quantity of the corresponding item in the procurement request, and the total amount is less than or equal to the available annual budget, the procurement is carried out uniformly, and the available annual budget is automatically deducted. Otherwise, the procurement is not executed, and the process is returned to the initiator of the procurement request. If the procurement execution module determines that the maximum quantity of a single material to be purchased is higher than the quantity of the corresponding item in the procurement request, it will prompt: "The actual quantity purchased cannot exceed the quantity requested; procurement cannot be requested." If the procurement execution module determines that the total amount exceeds the available annual budget, it will prompt: "The total amount requested exceeds the budget balance; procurement cannot be carried out; a budget change is required."

[0039] In a specific embodiment of the invention, the data collection module collects historical material procurement information from various departments of the enterprise. The material procurement budget module, based on this historical information and referring to the annual budget data, sets annual procurement budgets for each department. Once approved, each department's budget becomes effective. After budget approval, each department can initiate a material procurement application according to its needs, specifying the details of the items to be procured, including: name, specifications, SKU code, budget quantity, budget unit price, and budget amount. The budget amount is automatically calculated by the system for each item: Budget Amount = Budget Quantity * Budget Unit Price. Simultaneously, the system automatically calculates the total amount of the procurement application and determines that the total amount must not exceed the approved annual budget balance. If it does, the system prompts that the procurement application cannot be submitted and can be resubmitted after increasing the annual budget through the procurement budget modification process. After approval by the initiating department leader and the procurement department leader, the procurement application can proceed to the actual procurement stage. The procurement operator enters or imports the actual procurement details from Excel, including: SKU code, actual quantity, actual unit price, actual amount, supplier, service content, service period, remarks, and delivery number. The system automatically calculates the total purchase amount and determines that it must not exceed the approved annual budget balance. If it does, the system will prompt that the purchase cannot be submitted, and the annual budget can be increased through the purchase budget modification process before resubmitting. Simultaneously, the system determines that the actual purchase quantity of each item must not exceed the budgeted quantity in the purchase application; if it does, a prompt will be given and the process will be unable to continue.

[0040] When a procurement application cannot be submitted, each department may initiate a change to the annual procurement budget for materials, if the annual procurement budget balance is insufficient to meet the subsequent procurement needs of the year. After the budget change is approved, the system will automatically update the budget amount for that department for the year.

[0041] In a specific embodiment of the present invention, the formula for calculating the total amount of all materials is as follows:

[0042]

[0043] in: This represents the unit price of the i-th item in this purchase; V represents the quantity of the i-th item in this purchase; V represents the total amount of the items purchased in this purchase.

[0044] In a specific embodiment of the present invention, the formula for calculating the available budget amount is as follows:

[0045]

[0046] in: This indicates the available budget balance for the nth purchase. Indicates the total annual budget; This represents the actual amount spent on the i-th purchase of the item.

[0047] The decision logic of the procurement execution module is as follows: 1. The quantity of a single item purchased cannot exceed the budgeted quantity in the procurement request, that is:

[0048] =

[0049] 2. The available balance of the Nth procurement budget is greater than or equal to the total amount of the Nth procurement request divided by the total procurement execution amount, and the actual total procurement execution amount is not greater than the total procurement request amount, i.e.:

[0050] =

[0051] Where: Qi is the budgeted quantity of the i-th item in the purchase request; The actual quantity of the i-th item purchased during procurement execution; For the nth purchase, the available balance of the annual budget; For the nth procurement, the total amount of the procurement request is... The actual total amount of the procurement execution;

[0052] During the procurement process, both 1 and 2 must be satisfied simultaneously.

[0053] In a specific embodiment of the present invention, the system's basic technical framework adopts a layered architecture, such as... Figure 2 As shown, it includes a database layer, a data access layer, a business logic layer, a proxy layer, and a presentation layer. It fully embodies the design philosophy of "high cohesion and low coupling," significantly reducing dependencies between layers, resulting in a clearer structure that facilitates standardization and the reuse of logic across layers. Furthermore, it allows for easy replacement of existing layer implementations with new technologies, greatly improving system maintainability and scalability, and ensuring the system's longevity.

[0054] Group 2 Examples: Enterprise Material Procurement Management Methods

[0055] This set of embodiments provides an enterprise material procurement management method based on the system described in the first set of embodiments, such as Figure 3 As shown, it includes the following steps:

[0056] S1: After the annual material procurement budget in the procurement budget module is approved and becomes effective, various departments of the enterprise can initiate material procurement applications.

[0057] S2: The pre-procurement execution module makes a judgment based on the procurement request. If the total amount of the procurement request exceeds the annual budget balance, the procurement request is rejected and a message is displayed: "Total amount of the request exceeds the budget balance, procurement cannot be applied for and budget modification is required." Otherwise, the procurement request is approved, and the procurement execution module executes the procurement request. If the maximum quantity of a single material actually procured should be less than or equal to the quantity of the corresponding single item in the procurement request, and the total amount is less than or equal to the available annual budget, then the procurement is executed, and the available annual budget is automatically deducted. Otherwise, the procurement is not executed, and the process is returned to the procurement request initiator.

[0058] S3: Apply for a change to the material procurement budget through the budget change module;

[0059] S4: Each department of the enterprise initiates a material procurement request and returns to step S2.

[0060] The above embodiments are only used to illustrate the technical solutions of the present invention and are not intended to limit it. Although the present invention has been described in detail through the above preferred embodiments, those skilled in the art should understand that various changes can be made to it in form and detail without departing from the scope defined by the claims of the present invention.

Claims

1. An enterprise material procurement management system, characterized in that, The system includes a data collection module for collecting historical material procurement information from various departments, a procurement budget module for setting annual material procurement budgets for each department based on the historical material procurement information collected by the data collection module, which is then submitted for review and becomes effective after approval, a pre-procurement execution module for determining whether material procurement can be carried out, a procurement execution module for carrying out material procurement, and a procurement budget change module for applying for changes to the material procurement budget. The pre-procurement execution module and the budget change module are interconnected; After the budget takes effect, the pre-procurement execution module is used by each department to initiate material procurement applications. When the procurement application is approved, the total amount of all materials that need to be procured in the procurement application is calculated and compared with the available amount of the annual budget. If the total amount is less than or equal to the available amount of the annual budget, the procurement application is approved; otherwise, the procurement application is rejected and a prompt is made to change the procurement budget. If the purchase request is approved, the purchase execution module will execute the purchase request. The maximum quantity of a single material actually purchased should be less than or equal to the quantity of the single item corresponding to the purchase request, and the total amount should be less than or equal to the available amount of the annual budget. If the above rules are met, the purchase will be executed, and the available amount of the annual budget will be automatically deducted. Otherwise, the procurement will not be executed, and the process will be returned to the procurement request initiator.

2. The enterprise material procurement management system according to claim 1, characterized in that, The purchase request must specify the details of the items to be purchased, including: name, specifications, SKU code, budgeted quantity, budgeted unit price, and budgeted amount.

3. The enterprise material procurement management system according to claim 1 or 2, characterized in that, The system also includes a statistical module that connects to the material procurement execution module to collect annual material procurement information from various departments of the enterprise.

4. The enterprise material procurement management system according to claim 3, characterized in that, The formula for calculating the total value of all materials is: in: This represents the unit price of the i-th item in this purchase; V represents the quantity of the i-th item in this purchase; V represents the total amount of the items purchased in this purchase.

5. The enterprise material procurement management system according to claim 4, characterized in that, The formula for calculating the available budget amount is as follows: in: This indicates the available budget balance for the nth purchase. Indicates the total annual budget; This represents the actual amount spent on the i-th purchase of the item.

6. The enterprise material procurement management system according to claim 5, characterized in that, After the material procurement budget change is approved, the system will automatically update the total material procurement budget amount for the corresponding department.

7. The enterprise material procurement management system according to claim 5, characterized in that, The system's basic technical framework adopts a layered architecture, including a database layer, a data access layer, a business logic layer, a proxy layer, and a presentation layer.

8. The enterprise material procurement management system according to claim 5, characterized in that, The decision logic of the procurement execution module is as follows:

1. The quantity of a single item procured cannot exceed the budgeted quantity in the procurement request, that is: = 2. The available balance of the Nth procurement budget is greater than or equal to the total amount of the Nth procurement request, and the actual total procurement execution amount is not greater than the total procurement request amount, that is: = Where: Qi is the budgeted quantity of the i-th item in the purchase request; The actual quantity of the i-th item purchased during procurement execution; For the nth purchase, the available balance of the annual budget; For the nth procurement, the total amount of the procurement request is... The actual total amount of the procurement execution; During the procurement process, both 1 and 2 must be satisfied simultaneously.

9. A method for enterprise material procurement management based on the system described in any one of claims 4-8, characterized in that, Includes the following steps: S1: After the annual material procurement budget limit in the procurement budget module is approved and takes effect, each department of the enterprise can initiate a material procurement application. S2: The pre-procurement execution module makes a judgment based on the procurement application. If the total amount of the procurement application exceeds the annual budget balance, the procurement application is not approved and a message is displayed: "The total amount of the application exceeds the budget balance, and the procurement cannot be applied for. Budget changes are required." Otherwise, the procurement application is approved, and the procurement execution module executes the procurement application. If the maximum quantity of a single material actually procured should be less than or equal to the quantity of the corresponding single item in the procurement application, and the total amount is less than or equal to the available amount of the annual budget, the procurement is executed and the available amount of the annual budget is automatically deducted. Otherwise, the procurement is not executed, and the process is returned to the procurement application initiator. S3: Apply for a change to the upper limit of the material procurement budget through the budget change module; S4: Each department of the enterprise initiates a material procurement request and returns to step S2.

10. The enterprise material procurement management method according to claim 8, characterized in that, If the procurement execution module determines that the maximum quantity of a single material to be purchased is higher than the quantity of the corresponding item in the procurement application, it will prompt: The actual transaction quantity cannot exceed the procurement application quantity, and the procurement application cannot be submitted; if the procurement execution module determines that the total amount is higher than the available amount of the annual budget, it will prompt: The total amount applied for exceeds the budget balance, and the procurement cannot be carried out. A budget change is required.

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