Workflow Management

Workflow Management

Workflow processes that manage document and procurement processing along the usage chain can be devloped and implemeted for each individual client.

Requisition Interface - Workflow processing is initiated by the user at the point of need through the generation of a product requisition. Users manage their own profiles and can manage the content of their product baskets if these have not been locked.

Authorisation - The cost centre administrator receives a copy of the requisition by email, which they can either authorise or reject directly from their mail. The administrator also has the ability to edit the requisition and a message is sent back to the user informing them of these changes.

The Purchase Order can either be collated under one company order or as individual cost centre purchase orders to ensure distribution directly to the cost centre.

Requisition processing can be automated in cases where authorisation is not required as part of the procurement process. The requisition is automatically processed into a purchase order.

Purchase Order Processing - Purchase orders can be collated and processed by an administrator, or the system can be configured to send all the purchase orders on a specific day and time to coordinate delivery.

The purchase order processing can also be automated, which results in a requisition being sent directly to the stationer as an official order, once it has been processed.

Goods Receiving Interface - For clients who manage a store at company level or stock at cost centre level, the system's goods receiving interface offers order validation and fulfillment opportunities, with back-order management capabilities.

Picking Slip - Once an order has been captured in the goods receiving interface, the system emails the users who have placed requisitions collated within the particular purchase order a picking slip  initiating collection of the available ordered products.

Critical Stock Management - A critical stock item is one that if not replenished immediately after depletion, will influence the user's working ability. The critical stock management system ensures sufficient stock availability of all critical items.

Pricing Management

The Product cost pricing is managed seamlessly and intelligently with QuarterMaster. Supplier price lists are used to keep the cost pricing updated, ensuring accurate cost representation across the entire range of published brand products. The system uses these costs as the basis to configure client pricing. A pricing matrix can be configured and applied to an individual client, that through a markup process publishes client pricing dynamically for the entire catalogue.

Client pricing is influenced by volume and other factors, and once this has been determined, an overall markup percentage can be applied to the client. The matrix can be further configured to specific categories of product.

Pricelists can also be established with specific selling prices for each product and allocated to any client or cost centre. These product prices remain firm until edited and this pricing takes precedence over any matrix allocation. Contract pricing is managed in a similar fashion to the pricelist, although the contract pricing is managed over the entire contract term.

Any client who has a pricing matrix applied to their account, does not have a pricelist allocated and has no products under contract pricing, has their purchase price dynamically calculated by the system according to the system cost prices. A change in cost price for any individual product within the catalogue will result in a change to all the clients' purchase prices of that product according to the markup value established by the pricing matrix.

Client System Management

The client company administrator is provided account management capabilities, allowing them to create users and cost centres, manage baskets, view reports and manage the account.

Integration & API

The client company administrator is provided account management capabilities, allowing them to create users and cost centres, manage baskets, view reports and manage the account.


The system offers a wide range of procurement reports detailing spend at a company, cost centre and user level. Procurement trends are monitored and product usage is analysed. Custom reports can also be created and implemented.