Procurement & Asset Management for Education
Configurable field labels, multi-level approval workflows, and statutory compliance — designed to work with how educational institutions actually operate.
The Challenge
Educational institutions procure across departments, campuses, and funded projects — each with different approval requirements. Generic procurement tools don't understand this structure and force a one-size-fits-all workflow.
Asset registers in universities track lab equipment, furniture, IT assets, and library resources across multiple buildings and floors. Excel-based registers cannot maintain this at scale. Physical verification before UGC visits is a manual scramble.
Statutory auditors assess whether the institution maintains proper records of fixed assets, whether physical verification is conducted, and whether procurement follows approved budgets. Most institutions produce these records by compiling spreadsheets days before the audit.
How We Address This
Configurable Field Labels
The system adapts to your vocabulary. "Department" stays "Department". "Location L1" becomes "Campus". "Location L2" becomes "Building". "Location L3" becomes "Room". "Course Name" and "Specialisation" map directly to academic programmes. One configuration change — the entire interface, reports, and exports reflect your terminology.
Multi-Level Approval by Department
The approval matrix routes requisitions based on department, classification, amount range, and requesting user. A lab equipment request routes to the department head, then the purchase committee, then the registrar. A stationery request routes only to the department head. Same system, different rules.
Asset Register by Campus
Filter assets by campus, building, room, department, and custodian. Runtime depreciation (SLM/WDV) computed per asset. Year-end snapshots freeze values for audit. CSV export produces the exact register format auditors need.
Physical Verification Campaigns
Create a verification campaign: select a campus and building, set the target date range, and the system assigns all matching assets. Staff use a phone to scan QR tags and record condition. Progress is tracked in real-time. Missing assets are flagged for investigation.
Complete Document Trail
Purchase requisition, purchase order, goods receipt note, and asset register entry — all linked. Auditors can trace from any asset back to the original requisition and vendor. Document attachments (quotations, approvals, invoices) flow through the chain.
Compliance-Ready Reports
Procurement pipeline summary, outstanding PO report, asset aging and replacement candidates, department portfolio breakdown, CAPEX/OPEX tracking, and compliance trend analysis. Export to CSV. Filter by financial year.
Statutory Audit Readiness
CARO 2020
Clause 3(i)
Fixed asset register with quantitative details, location, and identification. Produced on demand from the system.
Companies Act 2013
Section 128
Books of account maintained for 8 financial years. Immutable audit logs.
UGC / NAAC
Verification Evidence
Physical verification evidence with campaign completion records, scan logs, and discrepancy resolution. Available for inspection without advance preparation.
Assess How This Applies to Your Institution
Share a brief overview of your institution's procurement structure and asset base. We will evaluate how the solution maps to your specific requirements.