BISMALLAH — Kistet Procurement & Inventory INSHA'ALLAH

This guide covers how Kistet Engineering & Trading manages procurement of instruments, equipment, and supplies through DOBiz SmartERP.

Procurement Workflow

Material Request → Purchase Order → Purchase Receipt → Purchase Invoice → Payment

Step 1: Creating a Material Request

A Material Request (MR) is an internal document that initiates the procurement process.

Who Can Create

• Field Engineers (for project materials)
• Technical Manager (for equipment)
• COO/Finance (for office supplies)

How to Create

1. Go to DOBiz SmartERP > Stock > Material Request
2. Click + Add Material Request
3. Fill in:
4. Title — Brief description (e.g., "VW Piezometers for Gololcha Dam")
5. Company — Kistet Engineering & Trading
6. Request Type — Purchase
7. Project — Select the project (if project-related)
8. Required By — When materials are needed on site
9. Add Items table:
10. Item Code — Select from item list
11. Qty — Quantity needed
12. Required Date — When each item is needed
13. Description — Any specifications
14. Click Save

Material Request Status

Step 2: Creating a Purchase Order (PO)

The Purchase Order is sent to the supplier to place the order.

How to Create (from Material Request)

1. Open the approved Material Request
2. Click Create > Purchase Order
3. The system pre-fills items from the MR
4. Verify:
5. Supplier — Select from suppliers (Geokon, Campbell Scientific, ORBINOX)
6. Currency — USD (for imports) / ETB (local)
7. Exchange Rate — If foreign currency
8. Delivery Date — Expected delivery
9. Terms — Payment terms (e.g., 50% advance, 50% on delivery)
10. Add any additional charges:
11. Shipping Charges
12. Insurance
13. Customs & Duties
14. Click Save > Submit

How to Create (directly)

1. Go to DOBiz SmartERP > Buying > Purchase Order
2. Click + Add Purchase Order
3. Fill in supplier, items, dates, and terms
4. Click Save > Submit

PO Statuses

Step 3: Purchase Receipt

When goods arrive, record them in the system.

1. Go to DOBiz SmartERP > Stock > Purchase Receipt
2. Click + Add Purchase Receipt
3. Select the related Purchase Order
4. Verify items and quantities received
5. Enter:
6. Warehouse — Where items are stored (e.g., "Kistet Addis Ababa Warehouse")
7. Serial Nos — For trackable items (instruments have serial numbers)
8. Batch No — If applicable
9. Click Save > Submit

Step 4: Purchase Invoice

Record the supplier's invoice in the system.

1. Go to DOBiz SmartERP > Buying > Purchase Invoice
2. Click + Add Purchase Invoice
3. Select the related Purchase Order or Purchase Receipt
4. Verify items, quantities, and prices
5. Enter Taxes and Charges:
6. VAT (15% in Ethiopia)
7. Withholding Tax (if applicable)
8. Import Duties (for imported goods)
9. Click Save > Submit

Step 5: Payment

Process payment to the supplier.

1. From the Purchase Invoice, click Create > Payment
2. Verify amount
3. Select Payment Type — Wire Transfer, Bank Transfer, etc.
4. Select Bank Account — Company's bank account
5. Click Save > Submit

Inventory Management

Items (Products)

Key item groups for Kistet:

Creating a New Item

1. Go to DOBiz SmartERP > Stock > Item
2. Click + Add Item
3. Fill in:
4. Item Code — e.g., "VW-PIEZO-4500S"
5. Item Name — e.g., "Model 4500S Vibrating Wire Piezometer"
6. Item Group — e.g., "Instrumentation"
7. Unit of Measure — e.g., "Nos", "Set", "Meter"
8. Brand — e.g., "Geokon"
9. Supplier — Default supplier
10. Standard Buying Rate — Purchase price
11. Standard Selling Rate — Sales price
12. Click Save

Warehouse Stock

• Each warehouse tracks quantity on hand
• Stock updates automatically with Purchase Receipts and Stock Entries
• Check stock levels: DOBiz SmartERP > Stock > Stock Balance

Key Suppliers

Procurement Tips

• Plan ahead — Imported items take 60-90 days
• Use Material Requests — Don't create POs directly
• Track serial numbers — All instruments should be serialized
• Attach documents — Quotations, invoices, customs docs to the PO
• Check budget — Before creating MR, check project budget
• Import process — Coordinate with finance for customs clearance