Purchase management for garment factories and small manufacturers in Bangladesh
Floor supervisors raise requisitions, purchase orders go to suppliers, goods are received against them and supplier bills post to payables. Item-supplier links keep the last price visible.
A factory buys in two very different modes. There is production input, ordered against a specific requirement, and there is everything else: spares, consumables, canteen supplies and maintenance items that get bought because somebody needed them.
The second category is where control disappears. A requisition and approval step in front of the purchase order is what turns informal buying into something with a record and a budget, without making a spare part take three days to obtain.
What goes wrong for garment factories
Everyday problems in this trade, from the industry guide.
-
Salary sheet built in Excel
Attendance is exported from the device, overtime is added by hand, and advances and deductions are remembered. One wrong cell and the whole floor knows by lunchtime on payday.
-
Overtime and shifts hard to prove
Buyers and auditors ask for attendance and overtime records. When punches, shift rosters and pay live in different files, producing a clean record for a compliance audit takes days.
-
Attendance devices not connected
The ZKTeco machine at the gate stores punches locally. Someone downloads them with a pen drive, and late or missing downloads mean disputed attendance and delayed pay for everyone.
-
Purchases and stock untracked
Fabric, trims, thread and machine spares are bought on request and issued without records. Nobody knows what is in the store or what the last supplier charged for the same item.
Requisitions, purchase orders and GRN
How Purchase & Suppliers handles it.
Floor supervisors raise requisitions, purchase orders go to suppliers, goods are received against them and supplier bills post to payables. Item-supplier links keep the last price visible.
What you get
The parts of Purchase & Suppliers that matter most here.
-
Requisition to purchase order
Branch or store staff raise a requisition, a buyer finalizes it and converts it to a purchase order with one action. Auto replenishment rules can raise requisitions themselves when stock hits the reorder point.
-
Purchase orders with approval
Purchase orders carry supplier, warehouse, expected date, items and prices. Approve, print or cancel them, and track what has been received against each line so short deliveries are visible.
-
Goods receipt (GRN)
Receive goods against a purchase order, in full or in part, into a specific warehouse with serial numbers or batch and expiry captured at the door. Approve and complete the receipt to update stock.
-
Bills matched to receipts
Record the supplier bill against the receipt and order, with differences visible before approval. Direct bills cover cash purchases without an order and still post stock and accounting entries.
-
Supplier ledger and ageing
Each supplier has a party ledger of bills, payments, returns and credits with a running balance, and aged payables group dues into buckets so you decide who to pay first.
-
Automatic accounting and VAT
Receipts and bills post inventory, payables and input VAT entries through account mapping rules, and the bills feed the Mushak 6.1 purchase register in the accounting module without a second entry.
A working day for garment factories
The sequence this trade actually runs, from the industry guide.
-
Workers punch in at the gate
ZKTeco punches sync to the ERP through the LAN agent. Late arrivals, absences and shift mismatches show up on the attendance dashboard the same morning.
-
Supervisors approve overtime and leave
Overtime entries and leave applications go through the approval workflow. Corrections to attendance are recorded with a reason and an audit trail.
-
Store issues materials against requisitions
Requisitions are finalised into purchase orders where needed, goods are received with a GRN, and store stock updates for fabric, trims and spares.
-
Payroll is processed for the period
Salary structures, attendance, overtime, advances and tax slabs produce the payroll. It moves through process, approve, disburse and finalise, and payslips are generated.
-
Accounts close the month
Payroll, purchases and expenses have posted automatically. Bank reconciliation is done, the period is locked and the Mushak return summary is reviewed.
Questions
Answered plainly, including where the answer is no.
Can approvals differ by value?
Approval workflows sit on requisitions and purchase orders, with roles and permissions deciding who may approve what, so routine buying does not need the same signature as a large order.
Does purchasing post to accounts automatically?
Yes. Account mapping rules generate the journal entries from purchases, goods receipts and returns, including the VAT treatment, so the ledger is not maintained separately.
See SORS ERP running on your own numbers
A 30-minute demo in Bangla or English, with your products, your VAT setup and your questions.