Stores, procurement & stock

Material management software for construction that closes the whole chain

Indent to purchase order to GRN to stock to issue — one unbroken record. So the cement on your system is the cement in your yard, and the cost lands on the right project.

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Indent → PO → GRN → issue·Auto-reorder·Live project costing

The problem

Nobody can tell you how much steel is on site

Ask three people how much steel is on site and you get three numbers. The store keeper has a register. The engineer has a rough idea. The accountant has what was invoiced. All three are wrong in different directions, and the difference between them is money you already spent.

  • The indent came over WhatsApp and exists nowhere else.
  • The PO was typed into another system with a different item name.
  • No GRN, so what was received is assumed to be what was ordered.
  • Issue is a paper register that gets written up at the end of the week.
  • The gang is idle because nobody reordered cement in time.
  • Material cost lands on the wrong project, so the wrong job looks profitable.

The fix

Every step leaves a record, and each one feeds the next

SitePrime's material management is one chain, not five screens that happen to be in the same product. The material request your engineer raises from the site becomes the purchase order your store raises against a vendor. The purchase order becomes the GRN at the gate. The GRN moves inventory. Material issue takes it out of inventory and books the cost to the project it went to.

Nothing is re-typed at any step, which is the point — every re-keying is a chance for the numbers to diverge, and once they diverge nobody has time to find out where.

  1. 1

    Indent

    Engineer raises a material request from the site, against the project, on the phone.

  2. 2

    Purchase order

    Approved indent becomes a PO against a vendor on record, at a rate on record.

  3. 3

    GRN

    What actually arrived is recorded at the gate. Short supply is visible immediately.

  4. 4

    Stock & issue

    Inventory moves. Material issued books cost to the project that consumed it.

What's inside

The stores and procurement modules

  • Material requests from the site

    Your engineer raises the indent from the phone, against the project, at the moment they know they need it — not three days later over a phone call.

  • Purchase orders and vendors

    The indent becomes a PO against a vendor on record. What was ordered, at what rate, against which project, approved by whom.

  • GRN at the gate

    Goods received notes record what actually landed — which is frequently not what was ordered. The gap is visible instead of becoming a mystery.

  • Inventory that reflects reality

    Stock moves when a GRN comes in and moves again when material is issued. The figure on the screen is the figure in the yard.

  • Auto-reorder

    Set the level and the system tells you what needs indenting before the gang is standing around waiting for cement.

  • Straight into costing

    Material issued to a project is cost booked to that project. Consumption against budget, live, while you can still do something about it.

Why it pays

The leak is in the gaps, not in the steps

It's tempting to think material loss is theft. Mostly it isn't. It's that each handoff between indent, order, receipt and issue is a verbal one, and each verbal handoff has a little slack in it. Ordered 100, received 94, nobody raised it. Issued to Tower B, booked to Tower A, nobody noticed. Each is small, each is deniable, and by quarter end they add up to a costing report you can't trust.

Closing the chain doesn't catch anyone out. It removes the slack — so the moment received doesn't match ordered, or issue doesn't match the project, it's on a screen rather than in someone's head.

  • Material requests raised from the site, offline if needed
  • Auto-reorder before you run out
  • Purchase orders against vendors on record
  • GRN — what landed, not what was ordered
  • Inventory per project
  • Material issue booking cost to the right job
  • Approvals routed by role
  • Budget and costing updated as it happens

It connects

Material is half of your project cost

Material issued to a project feeds budget and costing directly, and consumption shows up on the daily site report alongside the work done and the labour deployed. When you raise a progress bill, the material record behind that work is already in the same project — not in a separate stores system that somebody has to reconcile.

FAQ

Questions, answered

Almost never in one dramatic theft — it's the gaps between steps. The indent is verbal, so there's no record of what was asked for. The PO is typed somewhere else, so ordered and indented drift apart. Nobody raises a GRN, so received is assumed to equal ordered. Issue is a register, so consumed is a guess. Each gap is small and deniable; together they're your margin. Closing the chain doesn't catch a thief, it removes the places where the numbers can quietly disagree.

No. SitePrime runs the construction side — indent, PO, GRN, stock, issue, and the project costing that comes off it. Your accounts team keeps their package; invoices have an accounting export so they work from clean data rather than re-keying. What you gain is that material issued to a project is booked to that project, so costing is live rather than assembled after the quarter.

Yes. Stock is held per project, so you can see what's where and issue against the right job. Material issue books the cost to the project it went to — which is the whole point, because material sitting in the wrong project's costing is how a job looks profitable right up until it isn't.

Access is role-based. A site engineer raises the material request, store and procurement handle the PO and GRN, and approvals route to the people entitled to give them. The chain is recorded — who asked, who approved, who received — which is what you need when a rate or a quantity is questioned later.

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