Suppliers
Suppliers covers the full procurement cycle: supplier accounts with company details, payment terms and status handling, purchase requests with comparative quotations, an approval workflow with limits per role, and invoice matching so unapproved spend cannot be paid. Payments go through a two signatory release before any payout leaves the account, with remittance advice sent to the supplier's salesperson automatically. Payable ageing and supplier spend reports give the finance team a clear picture of what is owed and to whom.
PR-2026-00218
Rewire the Block B riser and replace the distribution board
Justification: the board tripped four times in July and the insurer asked for it in writing.
Three supplier columns sit side by side. Drag the sheet sideways to read across them.
Three comparative quotations are attached to the request itself, so the file an auditor opens next year still holds the two that lost.
Three quotes on one sheet, and the award writes the purchase order
Comparing prices is the easy part. The part that saves an office is that the request, the three quotations, the approval limit that was hit, the reason the other two lost and the order that came out of it all stay attached to each other, and a supplier on hold cannot be picked at all.
Sample procurement file. No supplier is contacted, no order is issued and no record is created. Company names, registration numbers and prices here are invented.
Suppliers on screen
The procurement console, captured from the live product.
Smart Apps > Suppliers at work
What these features look like on the ground, in a Malaysian property.
Suppliers features
Everything included, in one place.
- Supplier account creation and management with company name and supplier type
- Company registration no., payment terms and tax treatment recorded per supplier
- Supplier salesperson profiles with name, email address and mobile no.
- Supplier status handling: active, on hold and blacklisted, each with a recorded reason
- Suppliers on hold or blacklisted cannot be selected on new documents
- Purchase request forms raised against a supplier with subject and justification
- Quotation attachments, including three comparative quotations for larger works
- Funding source recorded per request, such as the maintenance account or the sinking fund
- Approval workflow with approval limits per role, escalating to the committee above the limit
- Approve and reject decisions with mandatory reasons and a full audit trail
- Invoice management for recording and processing supplier invoices
- Invoice matching against the approved purchase request so unapproved spend cannot be paid
- Net amount, service tax and total captured per supplier invoice, with the tax tracked separately as a cost because SST carries no input tax credit
- Invoice verification, dispute handling and payment blocking on disputed invoices
- Payment scheduling into payment runs with due date visibility
- Payout records with method, processor and the document number on the cash flow
- Two signatory release control before any payout leaves the account
- Payout reversal that restores the payable and posts a reversing ledger entry
- Remittance advice emailed automatically to the salesperson on file
- Accounts payable ageing across current, 30, 60 and 90 plus days
- Supplier spend analysis by supplier, by type and by funding source
- Purchase request register and supplier master listing for audit and migration
- Contracts, quotations and certificates stored against the supplier and never deleted
- Export to PDF, CSV and Excel, plus a payables journal mapped to your chart of accounts
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