Solution

Budget Procurement Purchase System (B2P)

A customised Budget Procurement Payment System (B2P) using a combination of ASP.NET for backend logic and a user-friendly web interface built with Angular integrated with the SAP system

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Company overview

Independent School

The School is a beacon of education excellence, attracting the best and the brightest in Singapore and around the world. At The School, there are limitless possibilities on which each student can build to realise his/her ambitions. Together with a strong record of achievements in both the academic and co-curricular domains, The School students are empowered to discover their own unique ways of making a difference in their communities.

Project Overview

The School is looking to procure a customised Procurement and Budgeting system with functionalities as below: The system should allow for:
  • Online approval of purchase requests, employee reimbursement expense claim
  • Flexibility of setting up multiple levels of approvals
  • Flexibility of setting up different approval workflow according to the nature of claims
  • Integrated budgeting module

Objective

The objective is to ensure compliance with Instructions on Procurement and the School’s finance and procurement policies and procedures.

Business Opportunity

Although the school operates independently of Ministry Of Education (MOE) systems, there is a need to align closely with government schemes pertaining to procurement policies. The current school systems uses different methods for Budgeting, Procurement and Payment. Most of the methods are utilising Excel Files and many email communication to gather information. Especially when the staff leave the organisation, some of this information get lost in transition. 

Solution

Benefits of solution include:

We developed a customised Budget-Procurement-Payment System (B2P) using a combination of ASP.NET for backend logic and a user-friendly web interface built with Angular. The system integrated well with SAP system as well too.

One of the many benefit includes reducing the need to constantly check in with the next approval level on the progress of the budget / purchase request / payment / reimbursement. The system will be able to check in with the staff every 3 days after the last action unless it has been final approved or rejected.

Another major benefit allows the staff to view their current utilisation of budget. They do not need to check in with their Finance Team every month on the balance amount of Budget left for any further procurement / reimbursement.

With the success of this project, we regularly check in with the user to further fine-tune any suggestions that the user may want to have. 

Key features and functionalities

The B2P systems is customised with various modules with different functions. The modules and their functions are as below

  1. Budget Modules:
  • My Budget: Display budget(s) that have been created by the staff.
  • Budget for Action: Display Budgets that requires staff’s action for approval / rejection.
  • Budget Utilisation: Display the utilisation level of each budget.
  • Budget Period Settings: Allows Finance Management to set the Budget Period. This period allows/disallow staff to create budget within the timeframe.
  1. Procurement Modules:
  • My PR (Purchase Request): Display PR that have been created by the staff.
  • PR For Action: Display PR that requires staff’s action for approval / rejection.
  • All PR: Displays PR that has been approved / rejected.
  • All PO (Purchase Order): Displays PR that has been final approved and converted to Purchase Order.
  1. Contract Modules:
  • My Contract: Display Contracts that have been created by the staff.
  • All Contact: Display all the Contracts that have been created, be it approved or rejected.
  1. Payment Modules:
  • My Payment / My Reimbursement: Display Payments / Reimbursement that have been created by the staff.
  • Payment / Reimbursement for Action: Display Payments / Reimbursement that required approval / rejection.
  • All Payment / All Reimbursement: Display all the Payments / Reimbursement that have been created, be it approved or rejected.
  1. System Module:
  • Manage Users: Allow System Admin to create / edit / delete / reassign roles for the user(s).
  • Covering Staff: Allow authorised staff to perform covering action when staff goes on extended leave. This is a temporary action.
  • User Reassignment: Allow authorised staff to reassign any Budget / PR / PO / Contract etc to another staff permanently
  • System Logs: Display a comprehensive system logs such as user login / actions / submission etc.

The application is scalable in many aspects. As long as there is an idea from the client, we will work with the client to bring ideas into reality as much as we can. Read our blog post, “A Guide to Budget Procurement Purchase System (B2P) in the Education Sector“, to see how we can power your school’s financial efficiency in Singapore. Find out more on how we’ve improved technology at leading education institutions and schools with our cutting-edge School Management System

Connect with NCODE Consultant to Explore Budget Procurement Purchase Services

Revamp your business procurement process for efficiency and cost savings with our personalized budget procurement system. Transform your business today and embrace digital transformation with NCODE Consultant, a trusted technology partner for nearly three decades with offices in Singapore, Malaysia, and India. We offer a comprehensive suite of Software Services. View all our solutions and reach out to us if you are looking for custom solutions. Contact our team or you can also call us at (+65) 6282 6578.

Screenshots

Digital transformation case study and software solution reference graphic of Budget Procurement Purchase System (B2P) for independent school by Ncode Consultant, Singapore's top software / IT consultancy

Reference (view-only)

Digital transformation case study and software solution expense GL graphic of Budget Procurement Purchase System (B2P) for independent school by Ncode Consultant, Singapore's top software / IT consultancy

Expense GL name

Digital transformation case study and software solution budget item graphic of Budget Procurement Purchase System (B2P) for independent school by Ncode Consultant, Singapore's top software / IT consultancy

Budget Item

Digital transformation case study and software solution reimbursement request graphic of Budget Procurement Purchase System (B2P) for independent school by Ncode Consultant, Singapore's top software / IT consultancy

Reimbursement request

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