Business, projects and contracts
Orders
The complete life cycle of the purchase order — from the project manager's proposal, through the blacklist check of the supplier and approval according to the user limit, to the uploading of the signed scan and continuous monitoring of the drawdown through the assigned incoming invoices.
Context
The Orders module is part of the internal company portal that we designed, developed and implemented for a client from the area of trade, projects and contracts. The portal consolidates dozens of corporate agendas into one environment with unified login, roles and auditable history — and the Orders module is a key part of it.
Challenge
Purchase orders existed as loose emails, word and excel — each department had its own format, numbering was ad-hoc, and approvals were done in an email thread that could not be audited. Who approved, to what extent, and whether the supplier was on the internal risk list was determined retrospectively — if at all. No one had a real-time overview of the percentage of order utilization compared to the actual invoiced amount.
How we delivered
We have designed a module that structures the purchase process from the first click to the last penny drawn.
Create and review: the project manager or buyer creates the purchase order, assigns the partner, project and parent contract. The system immediately checks the supplier against the blacklist — if the partner is blocked, the order cannot be sent without escalation.
Approval by limits: each user has a set approval limit. An order above the limit value automatically escalates to a parent role. Each decision is recorded in the audit history with name, time and comment.
Archiving: after approval, the accounting department uploads the signed scan — the order is archived with the PDF version and attachments.
Draining: each associated incoming invoice reduces the balance of the order. The system continuously displays the utilization percentage — the project manager sees in real time how much of the order is invoiced and how much remains.
Client benefits
The purchasing process is transparent and auditable
who approved, when and to what value is recorded with a time stamp.
The number of approval e-mails decreased by 90%
approval takes place directly in the portal according to defined limits.
Blacklist control catches the risky supplier when the order is placed, not until invoicing or payment.
The percentage of order fulfillment is visible in real time
the project manager does not have to ask accounting for the status.
Archiving PDFs and scans in one place
no searching for a signed order on a network drive.
Step-by-step workflow
A project manager or buyer creates an order and assigns a partner, project, and parent contract
The system automatically checks the supplier against the blacklist — rejects or warns
The order enters approval according to the set user limit
The approver approves or rejects the order (with a mandatory comment)
After approval, accounting uploads a signed scan — the order is archived with a PDF version
Incoming invoices are assigned to the order — the system continuously recalculates the drawdown percentage and the balance
Reporting and Excel export of orders by project, partner or period
Module capabilities
- creation of an order linked to the project, contract and partner
- blacklist control of the supplier during entry
- approval workflow with limits by role
- statuses: New, Suspended, Approved, Rejected
- uploading a signed scan and PDF archiving
- continuous monitoring of drawing through assigned invoices
- draw percentage and order balance
- audit record of approvals
- notes and attachments
- number series and Excel export
Integrations
- partner directory and blacklist
- projects and orders
- contracts (parent contract)
- invoices received (order withdrawal)
- PDF generator
- Excel export
Process statuses
- New
- Suspended
- Approved
- Rejected
Operations and further development
We designed the module with future development in mind — the modular architecture allows adding new fields, reports or integrations without interfering with the existing core. Clean code, documentation, and separate configuration files ensure that the system can be developed by another team — without depending on one person who knows "how it works."
For this type of solution, datatek, spol. s r. o. also provides long-term operational support, monitoring and SLA — so the client is sure that the system works even after years.
Do you need a similar module?
We will design and develop an internal application according to your processes — from analysis to deployment and long-term support.