How We Work
Together
A professional engagement — from operations study to ongoing support
How an Engagement Works
Every organisation is different. We work as your professional adviser — mapping how you operate, configuring the system around it, and supporting it on an ongoing basis.
Operations Study
We begin by mapping your procurement process, approval hierarchies, asset categories, depreciation policies, and compliance requirements — understanding your gaps before configuring anything. The system is built to match how your organisation actually works.
Configuration & Migration
We configure the system to your structure — approval matrix, Tally mapping, asset classifications, field labels — and migrate your existing registers with validation. You see the platform working on your own data before go-live. Walkthrough videos show each part of the workflow. Roles are not fixed to the defaults — custom roles with their own permission sets can be defined to mirror your organisation’s actual hierarchy and segregation of duties.
Go-Live & Ongoing Support
Once configured, your team operates the system day to day, with periodic reviews, configuration adjustments, and audit-query assistance as part of the engagement.
Data Migration
Organisations moving from spreadsheets or other systems can bring existing asset and vendor data into ProcureTrail through a structured bulk upload engine.
Bulk Asset Upload
Upload up to 5,000 asset records per batch via CSV or XLSX. The system provides downloadable templates with all supported columns. Separate templates for new asset creation and updates to existing records.
Dry-Run Validation
Every upload runs through a validation pass before writing to the database. Column detection, required field checks, classification matching, and data type validation — all reported per row. No records are created until validation passes.
Row-Level Error Reporting
Validation errors are returned per row with specific error codes and messages. Failed rows can be exported as a CSV, corrected, and re-uploaded — only the failed entries need to be reprocessed.
Batch Tracking
Every upload is recorded as a batch with metadata: upload timestamp, user, row counts (total, success, failed), and sheet type. Batches can be listed and inspected for audit purposes.
Batch Reversal
If a bulk upload contains errors that passed validation, the entire batch can be reversed — removing all records created in that batch. Reversal is blocked if assets from the batch are already referenced by purchase requisitions, have child assets, or have been tagged.
Vendor Bulk Import
Vendor records can also be imported via CSV or XLSX with the same validation and error reporting. Supports upsert logic — new vendors are created, existing vendors are updated based on matching criteria.
Your Data, Your Control
Data Export
Full organisation data as a ZIP of CSVs, available anytime. Asset register, procurement history, depreciation schedules, verification records — all exportable on demand.
Role-Based Access
6 roles with configurable domain access. Each role sees only the modules relevant to their function. Access rules are enforced by the system, not by policy documents.
Account Security
Account lockout after failed login attempts. Forced password change policy. Session management with configurable timeout. No shared credentials.
Data Isolation
Every organisation's data is completely isolated. Your procurement records, asset register, and audit trails are never shared with or visible to any other organisation on the platform.
Configuration is Data, Not Code
The system configuration registry now holds 40+ keys — every toggle and every threshold is a config row, editable by the org admin without a deployment. Recent additions include PER_LINE_ITC_ENABLED (turn on per-line GST ITC governance), IMPORT_ACCOUNTING_ENABLED (Bill-of-Entry-sourced customs duty and five-bucket receipts), AUTO_CREATE_VDN_AT_GRN_POST_ENABLED (auto-raise vendor debit notes on rejection at post), INVOICE_DUTY_REQUIRED_AT_POST and INVOICE_COMPLETE_REQUIRED_AT_POST (invoice-document gates before GRN post), ALLOW_CUSTOMS_DUTY_LCC_NAMES (admin override of the reserved-name guard on landed-cost categories), EMAIL_DOMAIN_RESTRICTION_ENABLED with ALLOWED_EMAIL_DOMAIN (lock signups to a corporate domain), and PRICE_TOLERANCE_PERCENT (mismatch auto-resolution threshold). Every change is audit-logged. Defaults are conservative — new behaviour ships off, ready to enable per organisation after a documented review.
What Gets Configured
Approval Matrix
Approval levels, approvers, amount bands, and department routing. Multiple matrix codes for different procurement scenarios. Date-window enforcement for time-bound delegations.
Asset Categories
Three-level classification hierarchy matching your organisation's asset taxonomy. Each level maps to reporting dimensions and routing rules.
Location Hierarchy
Three-level location structure — campus/building/floor, or whatever matches your physical layout. Drives asset ID generation and approval routing.
Depreciation Classes
Method (SLM or WDV), useful life, and residual value per asset category. Aligned with Schedule II rates or your organisation's specific depreciation policy.
Tally Mapping
System values mapped to Tally ledger names across all 10 mapping types. Setup wizard with fuzzy-match for efficient initial configuration. Adjustable as your chart of accounts evolves.
Field Labels
Rename fields to match your terminology. Department becomes School, Location becomes Campus, Classification becomes Asset Type — the system adapts to your language.
Ready to Start?
Book a consultation to discuss your requirement, or request a demo to see the platform first.