Quick Start — Get Running in 5 Minutes
The fastest way to start managing your procurement
Login to the system
Go to the login page and enter your username and password. You will be taken directly to your personalised dashboard based on your role.
Default admin login: admin / Admin@123456Add your vendors first
Before creating any orders, go to Vendor Management and add the companies you buy from. You will need their name, email, phone, and city.
You can't create a Purchase Order without at least one vendorCreate a Purchase Requisition (PR)
When your team needs something, raise a PR. Select the department, priority, and describe what is needed. This goes for approval before any money is spent.
Create a Purchase Order (PO)
Once the PR is approved, create a PO by selecting the vendor and delivery date. The system generates a unique PO number automatically.
Receive goods and pay the invoice
When goods arrive, create a GRN (Goods Receipt Note). Then create an invoice and record the payment. The system tracks everything for you.
How to Login
Signing in and navigating the system
Login Page: Visit deinrimapp.in/po-management/login.html and enter your credentials. The system will automatically take you to the right dashboard for your role.
| Username | Password | Role | What They Can Do |
|---|---|---|---|
| admin | Admin@123456 | Super Admin | Full access to everything |
| proc_admin | Proc@Admin123 | Procurement | PRs, POs, RFQ, Vendors, GRN |
| finance_mgr | Finance@123456 | Finance | Invoices, Payments, Analytics |
| dept_mgr | Dept@Manager123 | Department | PRs and Vendors only |
To logout: Click your name in the top-right corner of the dashboard, then click "Sign Out". You can also click the red Logout button at the very bottom of the left menu.
The Complete Procurement Workflow
How a purchase flows through the system from start to finish
Every purchase in your business follows this path. Each step is tracked, recorded and visible to the right people.
Who does what?
- Department staff raise PRs
- Manager approves PRs
- Procurement creates POs & RFQs
- Warehouse logs GRN on delivery
- Finance handles invoices & payments
Built-in controls
- No PO without an approved PR
- No payment without a matched invoice
- Every action is logged in Audit Logs
- Role-based access — staff only see what they need
Dashboard
Your business overview at a glance
The dashboard is the first thing you see when you login. It shows you the health of your entire procurement operation in one view.
Total Spend
Total value of all purchase orders placed so far
Pending Approvals
PRs waiting for someone to approve or reject
Active Suppliers
Total number of active vendors in your system
Monthly Trend
Bar chart showing your spend pattern each month
Recent Transactions
Latest purchase orders with their current status
Alerts
Overdue invoices, urgent approvals and important notices
Purchase Requisitions (PR)
How to request something your team needs to buy
What is a PR? A Purchase Requisition is simply a request to buy something. Your staff raises a PR, a manager approves it, and then procurement can turn it into an actual Purchase Order.
Click "Purchase Requisitions" in the left menu
You will see a table showing all existing PRs with their status (Draft, Submitted, Approved, Rejected).
Click the blue "+ Create New PR" button
A form will pop up. Fill in: Department (which team needs this), Priority (Low / Medium / High / Urgent), and Description (what you need and why).
Click "Create PR"
The system creates a unique PR number (e.g. PR-20260522-XXXXX) and adds it to the table immediately. The status starts as Draft.
View and track your PR
Click the View button next to any PR to see full details. You can see the department, requested by, priority, status, and all items.
PR Status Meanings
- Draft — Just created, not yet sent
- Submitted — Waiting for approval
- Approved — Ready to become a PO
- Rejected — Declined by manager
Priority Guide
- Low — Can wait 2–4 weeks
- Medium — Needed within 1–2 weeks
- High — Needed within 3–5 days
- Urgent — Needed immediately
Purchase Orders (PO)
The official document you send to a vendor to buy something
What is a PO? A Purchase Order is the official commitment from your company to a vendor saying "we want to buy this from you at this price." It has a unique number and is legally binding.
Click "Purchase Orders" in the left menu
See all your POs with their status, vendor name, amount, and date. Use the search box to find any specific PO by number.
Click "+ Create New PO"
Select the Vendor from the dropdown (these come from your Vendor Management list), set the Expected Delivery Date, and add any notes.
The PO is created instantly
A unique PO number (e.g. PO-20260522-XXXXX) is generated. The PO status starts as Draft. Click View to see full details.
Important: You must add vendors to the system first before creating a PO. If the vendor dropdown is empty, go to Vendor Management and add your vendor first.
Vendor Management
Managing the companies you buy from
What is a Vendor? A vendor is any company or person you purchase goods or services from. You must add them here before you can create a PO for them.
Click "Vendor Management" in the left menu
You will see a table of all your vendors with their contact details, KYC status, and whether they are active or inactive.
Click "+ Add Vendor"
Fill in the vendor's Name, Email, Phone, City, and GST Number (if applicable). All new vendors start with KYC status as "Pending".
Vendor is now available for POs
Once added, the vendor will appear in the dropdown when creating Purchase Orders and Invoices. Click View to see full vendor details.
| KYC Status | Meaning | Can Create PO? |
|---|---|---|
| Pending | Verification documents not yet checked | Yes ✓ |
| Verified | All documents checked and approved | Yes ✓ |
| Rejected | Documents failed verification | Caution ⚠ |
RFQ Management
Getting quotes from multiple vendors before buying
What is an RFQ? RFQ stands for "Request For Quotation." Before placing a big order, you ask multiple vendors to give you their best price. You then compare and choose the best deal. This saves your business money.
Click "RFQ Management" in the left menu
See all open and closed RFQs. Each shows the description, status, and response deadline.
Click "Create RFQ"
Describe what you need in the Description field (e.g. "500 units of A4 paper, white, 80gsm"). Set a Response Deadline — the date by which vendors must reply.
Review responses and select a vendor
Once vendors respond, compare their prices and lead times. Select the best vendor and convert the RFQ into a Purchase Order.
E-Auctions
Running competitive reverse auctions to get the lowest price
What is an E-Auction? An E-Auction (Electronic Auction) is like a reverse auction — vendors compete against each other by lowering their price to win your business. The lowest bidder wins the contract. This is great for buying large volumes of goods.
Click "Create Auction"
Describe the item being auctioned, set the Starting Price (maximum you are willing to pay), Reserve Price (minimum acceptable), and the End Date/Time.
Vendors place bids
Vendors compete by submitting lower and lower prices before the auction closes. All bids are visible to you in real time.
Award the contract
When the auction ends, select the winning vendor and convert it into a Purchase Order.
Goods Receipt Note (GRN)
Recording when goods arrive at your warehouse
What is a GRN? A Goods Receipt Note is a document you create when goods arrive from a vendor. It confirms the items were received and allows you to compare what arrived with what was ordered. Without a GRN, you cannot process payment.
Goods arrive at your warehouse
When goods are delivered, go to Goods Receipt in the left menu.
Click "Create GRN"
Select the Purchase Order these goods are for from the dropdown, enter the Receipt Date, and add any notes (e.g. "3 boxes damaged on arrival").
GRN is saved and linked to the PO
The GRN number is generated automatically. This record stays attached to the PO and will be needed when processing the invoice.
Invoices
Managing bills received from vendors
What is an Invoice? An invoice is the bill your vendor sends you after delivering goods or services. You match it against the Purchase Order and GRN before approving payment. This is called 3-way matching and prevents overpayments and fraud.
Receive a bill from your vendor
Go to Invoices in the left menu and click "Create Invoice".
Fill in the invoice details
Select the Purchase Order this invoice is for, select the Vendor, enter the Total Amount, and set the Due Date for payment.
Invoice is created and ready for payment
The invoice status starts as Draft. Once verified against the GRN and PO, it moves to Approved and can be paid.
| Invoice Status | What It Means |
|---|---|
| Draft | Just created, not yet verified |
| Received | Invoice received from vendor |
| Verified | Checked against PO and GRN |
| Approved | Approved for payment |
| Paid | Payment has been made |
| Rejected | Discrepancy found — do not pay |
Payments
Recording payments made to vendors
What is a Payment? Once an invoice is approved, you record the payment here. This keeps your accounts up to date and gives you a complete record of every payment made to every vendor.
Click "Payments" in the left menu, then "Record Payment"
Select the Invoice you are paying from the dropdown. Only invoices already in the system will appear here.
Enter payment details
Enter the Amount being paid, the Payment Date, Payment Method (Bank Transfer, Cheque, Cash, Online), and Reference Number (your bank transaction or cheque number).
Payment is recorded
The payment appears in your records with a unique PMT-ID. The linked invoice status updates to Paid. You now have a full payment trail.
User Roles & Access
Who can see and do what in the system
PO Suite uses role-based access. Each user only sees the modules they need for their job. This keeps things simple and secure.
| Role | Modules They Can Access | Typical Job Title |
|---|---|---|
| Super Admin | Everything — all 13 modules | System Administrator, IT Manager |
| Procurement Admin | Dashboard, PRs, POs, RFQ, Auctions, Vendors, GRN | Procurement Manager, Buyer |
| Finance Manager | Dashboard, Invoices, Payments, Analytics | Finance Manager, Accountant |
| Department Manager | Dashboard, Purchase Requisitions, Vendors | Department Head, Team Manager |
The left-hand menu automatically shows only the relevant items for the logged-in user's role. A Finance Manager will not see the Procurement section at all — keeping things clean and focused.
Frequently Asked Questions
Answers to common questions
Still need help?
If you can't find the answer here, contact your system administrator or get in touch with our support team.