Purchasing and raw material stock for a sauce maker.
How a sambal and sauce maker in Banting stopped halting production for a missing bag of chilli.
Raw materials
All45To reorder5Expiring2| Material | On hand | Needed, 2 weeks | On order | Supplier | Next step | |
|---|---|---|---|---|---|---|
| Dried chilli | 420 kg | 1,140 kg | – | Rempahnis | Order 800 kg | |
| Shallots | 260 kg | 900 kg | 500 kgtoday | Kebun Velora | Order 200 kg | |
| Garlic | 90 kg | 300 kg | – | Kebun Velora | Order 250 kg | |
| Glass jar 250 g | 6,800 | 15,200 | – | Vitrapak | Order 9,600 | |
| Label, sambal 250 g | 3,100 | 6,400 | – | Vitrapak | Order 5,000 | |
| Cap 63 mm | 7,200 | 15,200 | 10,000today | Vitrapak | Enough | |
| Cooking oil | 1,900 kg | 1,600 kg | 1,200 kgtoday | Oleora Oils | Enough | |
| Belacan | 140 kg | 120 kg | – | Lautmara | Lot expires 26 Oct | |
| Tamarind paste | 60 kg | 45 kg | – | Rempahnis | Lot expires 2 Nov |
Approve PO-0612?
Rempahnis Trading · from Hidayah
On screen: Raw materials bought before you run short.A real project. The business isn’t named, and names and figures on the screens are changed.
- Business
- Sambal and sauce maker, Banting
- Team
- About 35 staff
- Materials
- About 45 raw and packing materials
- Works with
- SQL Account, WhatsApp
- First version
- 5 weeks
- Project size
- Business system, from RM 15k
How purchasing worked before.
Forty-five materials, one storeroom and a storekeeper who counted by eye.
Purchasing ordered when the storekeeper said a shelf looked low.
More than once, a batch stopped halfway because jars or chilli ran out.
Purchase orders were typed into SQL Account from WhatsApp messages with suppliers.
From the production plan to the storeroom shelf.
The production plan drives purchasing. The storeroom records what really arrives.
See what you’ll run short of, before you run out.
The system checks the next two weeks of batches against stock and open orders, and lists the materials to buy.
Dried chilli
NeedsLots2Orders6| Product | Batches | Chilli a batch | Needed |
|---|---|---|---|
| Sambal tumis 250 g12 to 23 Oct | 15 | 42 kg | 630 kg |
| Chilli paste 1 kg13 to 22 Oct | 8 | 40 kg | 320 kg |
| Sambal bilis 250 g14 to 23 Oct | 6 | 25 kg | 150 kg |
| Sos cili 340 ml19 to 21 Oct | 4 | 10 kg | 40 kg |
Purchase orders drafted for you. Price changes flagged.
Drafts are grouped by supplier, bigger orders wait for the owner, and approved ones go out on WhatsApp or email.
Purchase orders
Drafted for you3Open4Received
PO-0612RempahnisDried chilli 800 kgPrice up 4%RM 14,800DraftPO-0613Kebun VeloraShallots, garlicSame priceRM 2,410DraftGoods checked in on a phone, with lot and expiry.
The storekeeper records what really arrived against the purchase order and photographs the delivery note.
Shallots
PO-0609 · Kebun Velora · Vignesh
Each part is a feature with its own fixed price, agreed before we start. See how this project was priced or get a fixed quote for yours →
Who buys, checks and receives.
Four people. None of them works out a shortage by hand any more.
- HDPurchasing · Hidayah
Checks drafted purchase orders instead of working them out.
- VGStorekeeper · Vignesh
Receives deliveries on a phone, with lot, expiry and photos.
- SBQuality and halal · Sabariah
Finds any lot, its supplier and its certificate in seconds.
- KROwner · Kamariah
Approves bigger purchase orders, with the last price beside the new one.
- Batches start with every material on the shelf.
- A price increase is seen before the order is sent.
- Every lot can be traced back to its supplier.
The shopping list first, then the storeroom.
Purchasing had its list after five weeks. Receiving and approvals followed a month later.
Know what to buy
Received and traced
Never stop a batch for a missing material.
Questions about this system.
What did this project cost?
Business system, from RM 15k. Every feature had a fixed price, agreed before work started, and the first 3 months of hosting and care were included.
Do we need a recipe for every product?
It helps. We set up how much of each material one batch uses together with your production team, during the first weeks. If it is on paper or in Excel today, we start from that.
Can it handle materials with expiry dates?
Yes. Every delivery is received with its lot and expiry date, the oldest lot is used first and lots close to expiry are flagged.
Does it work with SQL Account?
Yes. Approved purchase orders and goods received go into SQL Account, so nobody types them twice.
Does it help with halal audits?
It keeps the records an audit asks for in one place: suppliers, lots, expiry dates and certificate dates. The audit itself stays with your halal team.
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- 1
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