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Kubariho Venture — Project Manager & System Administrator
Has full oversight and administrative control of this module. Contact: kubariho@africacoffeepark.com
| Delivery# | PO Ref | Supplier | Origin | Destination | Dispatched | Expected | Actual | Status | Actions |
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| Ref# | Shipment | Carrier | Origin | Destination | Gross Weight | Freight Cost | Customs Cleared | ETA | Status | Actions |
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| Contract# | Vendor / Party | Type | Start | Expiry | Value (UGX) | Status | Actions |
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| PR No. | Requested By | Department | Date Required | Items | Est. Value (UGX) | Status | Approved By | Actions |
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| RFQ No. | PR Reference | Issued Date | Closing Date | Vendors | Status | Actions |
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| GRN No. | PO No. | Vendor | Received Date | Store Location | Receiver | Status | Actions |
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| Invoice No. | Vendor | PO Ref | GRN Ref | Invoice Date | Due Date | Amount (UGX) | 3-Way Match | Payment | Actions |
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| Vendor | Delivery (1-10) | Quality (1-10) | Pricing (1-10) | Service (1-10) | Total Score | Grade | Last Evaluated | Actions |
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Monthly Spend Trend (Last 6 Months)
How to Use — Procurement & Logistics
Step-by-step guide for Procurement Officers and Logistics Coordinators
All PRs must be approved before a PO is raised. PRs above UGX 10,000,000 require CEO sign-off.
- Go to Requisitions and click + New PR.
- Select department, required date, and add line items with description, qty, unit, and estimated unit cost.
- Save as Draft then click Submit to send for approval.
- Once approved, the PR can be converted to an RFQ or PO.
All POs above UGX 5,000,000 require CEO and Finance approval before ordering.
- Click Purchase Orders then + New PO.
- Select the supplier and fill in item description, quantity, price, and expected delivery date.
- Save as Draft. Submit for approval — status changes to Approved.
- Once supplier confirms, update to Ordered. When goods arrive via GRN, mark as Received.
- Go to RFQ and click + Create RFQ. Link to a PR and select vendors.
- Once sent, use Record Quotation to capture each vendor's price and delivery days.
- The comparison table highlights the lowest price in green.
- Click Award to Vendor to convert the winning quote to a PO.
- Go to GRN and click + Create GRN. Select the PO being received.
- Enter received date, store location, and quantities actually received (partial receipts allowed).
- Click Post GRN to confirm receipt and update stock records.
- A posted GRN is required before a vendor invoice can be matched.
The 3-way match (PO + GRN + Invoice) must be confirmed before Finance authorises payment.
- Go to Vendor Invoices and click + Register Invoice.
- Enter invoice details and link the matching PO and GRN references.
- The 3-way match indicator shows green ticks when all three documents align.
- Only fully matched invoices should be forwarded to Finance for payment.
Only use approved suppliers. New suppliers must be vetted by Kubariho Venture before orders can be placed.
- Go to Suppliers and click + Add Supplier.
- Enter all contact details, category, and country. Save with status Active.
- Mark suppliers as Inactive if they fail quality or delivery standards.
- Use Vendor Evaluation to score and grade each supplier periodically.
- Go to Delivery Tracking and log every shipment with its PO reference, origin, destination, and expected date.
- Update status: Pending - In Transit - Delivered (or Delayed).
- Delayed deliveries auto-highlight in red. Escalate to supplier immediately.
- Confirm actual delivery date when goods arrive; this links to GRN creation.
Somalia export shipments require UCDA export certificate, phytosanitary certificate, and bill of lading.
- Go to Freight & Customs and log each export shipment with carrier, gross weight, and freight cost.
- Record customs clearance date once MAAIF/UCDA clearance is confirmed.
- Track ETA and update status when shipment is confirmed received by the customer.