Site Procurement

Site teams raise material requests informally — over phone or WhatsApp — with no budget check, BOM reference, or approval trail, making cost control impossible.

After requisition approval, procurement staff manually create POs and look up vendor rates — a slow process that is often bypassed for urgent site needs.

Material receipt at site is recorded on paper delivery notes with no systematic check against the open PO, leading to discrepancies discovered weeks later.

Project cost heads — civil, MEP, finishing, external works — are budgeted separately but actual expenditure is only compared at month end, too late for corrective action.

Site contractor and supplier bills are approved for payment by the project manager without systematic verification against the original PO and received quantity, resulting in overpayments.

In multi-site or complex projects, the same material is sometimes ordered from the same vendor twice — either by different site personnel or through manual PO re-creation.

Site procurement sometimes uses unapproved vendors — either for convenience or due to urgency — bypassing quality, price, and compliance standards.

Excess or rejected materials are sometimes returned to vendors without documentation, resulting in lost credit notes and unresolved disputes about quantities returned.

PMO and finance teams have no consolidated view of procurement spend, vendor performance, or cost head utilisation across multiple projects in real time.

Vendor credit terms vary across suppliers and projects, and payment due dates are not systematically tracked, leading to missed payments and penalty charges.