Help

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.

The Create Purchase Request (PR) page is used to formally request the procurement of goods or supplies by a department. All information entered here becomes part of the official procurement workflow and is tracked through RFQ, PO, inspection, and issuance stages.

  • Transaction Date* – Date the PR is created (defaults to today).
  • Department* – Requesting department. Some users may see this locked.
  • Division / Section – Auto-loaded based on department (optional).

  • Project Name* – Program or activity where items will be used.
  • Purpose* – Reason for the purchase. This appears in approvals and audits.

These fields may be left blank if information is unavailable.
  • Fund Cluster – GF, SEF, TF, EEF, OSF
  • RRC / OBR No. – Budget reference numbers
  • Account Code – Accounting classification
  • PPMP Code – Project procurement plan reference

Adding Items:

  • Click Search to look for existing items
  • Type or scan the Item Code / Barcode
  • Item details load automatically

Item Columns:

  • Item Code
  • ProcUnit (LOT grouping if applicable)
  • Description
  • UOM
  • Quantity
  • Base Price
  • Total Cost (auto-calculated)

Use the Tag button to:
  • Mark items as LOT purchase
  • Assign a group number
  • Add additional narrative or remarks

The system will prevent saving if:
  • No items are added
  • Required fields (*) are missing
  • Duplicate items exist
  • Quantities or total amount are zero
Invalid rows are highlighted in red.

  • Save – Submits the PR and runs full validation
  • Close – Cancels and returns to the previous page
Successful saving redirects to the Edit PR screen.

  • Be specific in the Purpose field
  • Verify quantities before saving
  • Use LOT annotations when applicable
  • Avoid duplicate items
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.

The Create RFQ page is used to record supplier quotations for an approved Purchase Request (PR). Each RFQ captures quoted prices, discounts, and computed amounts per item for supplier evaluation and comparison.

  • Date – Date the quotation is prepared.
  • Supplier – Supplier providing the quotation.
  • Payment Term – Agreed payment conditions.
  • Submission Date – Deadline for quotation submission.
  • Delivery Date – Expected delivery date of items.

Each row represents an item from the Purchase Request.
  • Item – Item code from PR
  • Lot – LOT grouping if applicable
  • Description – Item description and annotations
  • Qty – Requested quantity
  • Unit – Unit of measurement
  • Price – Original/base price

  • Quote – Supplier’s quoted unit price.
  • Discount – Optional discount amount.
  • Amount – Auto-computed as (Qty × Quote) − Discount.

Fields auto-select on focus and support Enter-key navigation for fast encoding.

A DQ (Disqualified) badge appears automatically when:

  • The quoted price is higher than the original/base price.

DQ is visual only and helps evaluators identify non-compliant quotations.

  • ABC Amount – Approved Budget for the Contract (from PR).
  • Quoted Amount – Total of all entered quotations.
  • The system also displays the number of items with valid quotations.

Before saving:
  • At least one item must have a valid quoted amount.
  • Quoted and discount fields must be numeric.
  • Computed amounts are read-only and system-controlled.

  • Save – Submits the RFQ via AJAX and validates all rows.
  • Cancel – Returns to the previous page without saving.
A success message is shown before redirecting to the next workflow step.

  • Use keyboard navigation (Enter key) for faster encoding.
  • Verify DQ-flagged items before submission.
  • Ensure quoted totals align with ABC limits.
  • Review discounts carefully to avoid encoding errors.

The Abstract of Quotations (AOQ) consolidates all supplier quotations gathered during the RFQ stage. It is used by the BAC and TWG to evaluate, compare, and recommend the lowest calculated and responsive quotation.

  • Approved Purchase Request (PR)
  • Encoded RFQs from multiple suppliers
  • Computed quoted amounts and discounts
All values are system-generated and audit-traceable.

  • Only responsive and non-DQ quotations are evaluated
  • Quoted prices exceeding ABC are flagged
  • Ranking is based on Lowest Calculated Quotation
  • Remarks may be added for BAC deliberation

The AOQ may be:
  • Printed for BAC meeting
  • Attached to PO documents
  • Used as audit reference by COA
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.

This page is used to create an official Purchase Order (PO) based on an approved Purchase Request (PR) and supplier quotations. The PO serves as the formal authorization for procurement and obligation of funds.

  • Transaction Date – Official PO issuance date
  • PR No. – Reference to the approved Purchase Request
  • Supplier – Required; basis of awarded quotation
  • Department – Requesting office (read-only)
  • Procurement Mode – Based on approved PR
  • Fund Cluster / OBR / RCC / Account Code – For accounting and audit compliance

  • Items are sourced from the approved PR
  • Quantity and unit cost are used to compute total amount
  • Amount is automatically calculated by the system
  • Readonly fields ensure consistency with approved data
Use Enter to move quickly between editable fields.

  • Supplier selection is mandatory
  • PO cannot be saved without at least one item
  • Total amount must be greater than zero
  • All values are system-validated before saving
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.

This page is used to create and process procurement and inventory transactions. The fields, validations, and behavior automatically adjust based on the transaction type selected (PR, PO, IAR, RIS, ISS, RLS, ADJ).

  • PR – Purchase Request
  • PO – Purchase Order
  • IAR – Inspection & Acceptance Report
  • RIS – Requisition & Issue Slip
  • ISS – Item Issuance
  • RLS – Item Release
  • ADJ – Inventory Adjustment

  • Transaction Date – Defaults to today
  • Department / Division / Section – Ownership of transaction
  • Project Name – Required for PR and PO
  • Purpose / Narrative – Required for all types
  • Procurement Mode – Required for PO

  • Item Code can be typed, scanned, or searched
  • Description, unit, and stock are auto-filled
  • Quantity is validated against stock or PO balance
  • Price, discount, and amount appear only for PR / PO
  • Duplicate items are automatically blocked

Use the Search button to locate items. Inactive items are shown but cannot be selected until approved.

LOT annotation is used when items are grouped as a single purchase. Select a group number and provide a narrative for audit and reporting purposes.

  • End-User – Creates PR, RIS, ISS
  • BAC – Reviews PR and PO
  • GSO / Warehouse – Handles IAR, ISS, RLS
  • Accounting – Verifies fund and totals

  • Empty transaction – add at least one item
  • Quantity exceeds balance – reduce quantity
  • Duplicate item – remove duplicate row
  • Zero amount – enter valid quantity or price
Reminders
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.