Help: Key Transaction Steps

This help guide provides step-by-step instructions on how to process core transactions in the Government Procurement & Supply Chain Management System (GPSCMS). Each entry is designed to assist end-users, supply officers, and process owners in using the system efficiently and accurately.

1. Create a Purchase Request (PR)

1. Navigate to Procurement → Create PR.
2. Select your department and input the details of items to request.
3. Specify item description, quantity, unit, estimated cost, and purpose.
4. Click Save to submit the PR for routing and tracking.
5. Take note of the PR number and tracking code for future reference.

2. Process a Request for Quotation (RFQ)

1. Go to Procurement → RFQ.
2. Select the approved PR to generate the RFQ.
3. Enter supplier names and corresponding quoted prices.
4. Attach scanned copies of actual quotations if required.
5. Click Save to log the RFQ details.

3. Issue a Purchase Order (PO)

1. Go to Procurement → PO.
2. Choose the PR/RFQ reference to generate a PO.
3. Review selected supplier, price, and delivery terms.
4. Assign the PO number and confirm payment terms.
5. Click Finalize to issue the PO and notify relevant offices.

4. Encode Acknowledgment and Inspection Report (AIR)

1. Navigate to Receiving → AIR.
2. Select the PO associated with the delivered items.
3. Enter delivery details such as date, quantity received, and remarks.
4. Attach scanned delivery receipt or inspection sheet if applicable.
5. Click Save to complete the AIR process.

5. Issue Items to Department (RIS)

1. Go to Inventory → RIS.
2. Search for available stock items by description or category.
3. Enter quantity to be issued and the requesting department.
4. Optionally print the RIS document for signature.
5. Click Post to update stock balance and complete the transaction.

6. Record Adjustments (Stock Corrections)

1. Navigate to Inventory → Adjustments.
2. Select the item to be adjusted from the stock ledger.
3. Indicate the adjustment type (e.g., damaged, lost, found, correction).
4. Enter quantity and justification or reference document.
5. Click Apply to update the stock records.

Reminders

• Always verify quantities and item descriptions before saving any transaction.
• Use tracking numbers for follow-ups or audit trail purposes.
• For missing options or errors, contact your department’s designated system focal or ICTC Helpdesk.

Need More Help?

For tutorials, training videos, or reporting issues, contact the ICTC Helpdesk or General Services Office. You may also refer to the User Manual or attend scheduled system orientations provided to LGU offices.