BVCprocure — User Tutorial
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BVCprocedure — Step-by-Step User Tutorial

BVCprocedure (BVCprocure) is a web-based Procurement and Inventory Management System. It guides your organization from purchase requisitions and store requisitions through vendor quotation, purchase orders, goods receipt, inventory update (WAC), accounts payable, and stock issue.

This tutorial walks you through installation, login, roles, navigation, and the full procure-to-pay and warehouse issue lifecycle using the demo accounts created during setup.

Table of Contents

  1. System Requirements
  2. Initial Setup
  3. Logging In
  4. Understanding User Roles
  5. Application Layout
  6. The Procurement Workflow (Overview)
  7. Step-by-Step: Complete Procurement Cycle
  8. Master Data: Items & Vendors
  9. Store Requisition (SR)
  10. Stock Issue Voucher (SIV)
  11. Approvals
  12. Accounts Module
  13. Reports
  14. Administration
  15. Profile & Notifications
  16. Tips & Important Rules
  17. Quick Reference: Demo Accounts

1. System Requirements

| Requirement | Details |

|-------------|---------|

| Web server | Apache (XAMPP recommended) |

| PHP | 7.4 or higher |

| Database | MySQL / MariaDB |

| Browser | Chrome, Firefox, or Edge (latest) |

Default URL: http://localhost/BVCprocure

In-app tutorial: Open User Tutorial from the sidebar (Super Admin only when logged in), or go directly to http://localhost/BVCprocure/tutorial.php (also linked from the login page).

2. Initial Setup

Step 2.1 — Start XAMPP

  1. Open XAMPP Control Panel.
  2. Start Apache and MySQL.

Step 2.2 — Run the Setup Script

  1. Open your browser and go to:

http://localhost/BVCprocure/setup.php

  1. The script will automatically:
  • Create the bvcprocure database
  • Create all required tables (including Store Requisition and Accounts tables)
  • Seed demo users, vendors, and catalog items
  • Configure default system settings
  1. When setup completes, note the login credentials shown on screen.
  2. Click Go to Login.

Step 2.3 — Security (Production)

After confirming you can log in successfully, delete these files from the server:

  • setup.php
  • fix_passwords.php

3. Logging In

  1. Go to: http://localhost/BVCprocure/login.php
  2. Enter your Username or Email and Password.
  3. Click Sign In.

You are redirected to the Dashboard.

Default password for all demo users: Admin@1234

4. Understanding User Roles

Roles control what each user can see, create, approve, and process.

| Role | Username | What They Can Do |

|------|----------|------------------|

| Super Admin | superadmin | Full access; manage users, settings, audit trail; delete users |

| Admin | admin | Full access; manage users, settings, audit trail |

| Manager / HOD | manager1 | Approve PRs, POs, GRNs, and Store Requisitions; view reports |

| Supervisor | supervisor1 | Approve PRs, POs, GRNs, and Store Requisitions |

| Asset & Inventory Officer | employee1 | Receive goods, verify/reserve/issue SR stock, manage catalog |

| Accounts Officer | accounts1 | Process GRN queue, vendor invoices, and payments |

| End User | (create via Users) | Create and track Store Requisitions only |

Approval access: Super Admin, Admin, Manager, and Supervisor can approve procurement documents and SR approval stages.

Accounts access: Accounts Officer, Manager, Admin, and Super Admin can open the Accounts menu.

Admin-only access: Users, Settings, and Audit Trail menus.

Super Admin only: Delete users from User Management; User Tutorial sidebar link when logged in.

5. Application Layout

After login, the interface has three main areas:

| Section | Menu Items |

|---------|------------|

| Main | Dashboard, User Tutorial (Super Admin) |

| Procurement | Store Requisition (SR), Purchase Requisitions (PR), RFQ, Purchase Orders, Receive Items, GRN |

| Inventory | Items / Catalog, SR Processing (Inventory Officer), Stock Issues (SIV), Vendors |

| Approvals | Pending approvals (badge shows count) |

| Reports | Summary, inventory, PR/PO/GRN/SR reports, etc. |

| Accounts | GRN Queue, Vendor Invoices (Accounts roles) |

| Admin | Users, Settings, Audit Trail (Admin only) |

End User sees a simplified menu: Dashboard, Store Requisition (SR), and Reports.

Accounts-only users see Dashboard and the Accounts section.

Top Bar

  • Current date
  • Notifications bell (unread count; delete individual items from the dropdown)
  • User menu — Profile and Logout

Dashboard

  • Welcome banner with key counts (Pending PRs, Approved POs, Pending GRNs)
  • Stat cards for open documents and catalog size
  • Procurement Workflow diagram
  • Recent Purchase Requisitions and Recent Activity tables

6. The Procurement Workflow (Overview)

The system supports two parallel request paths:

A. Purchase Requisition (PR) — procure new items 


PR → RFQ → Evaluate Quotes → PO → Receive Items → GRN Approval → WAC Update → Accounts

B. Store Requisition (SR) — request warehouse stock 


SR → Stock Verify → Reserve → Multi-Level Approval → Issue → SIV → Inventory Deduct

| Step | Document | Purpose |

|------|----------|---------|

| 1 | PR (Purchase Requisition) | Department requests new items to buy |

| 2 | SR (Store Requisition) | End User requests items already in stock |

| 3 | RFQ (Request for Quotation) | Invite vendors to quote |

| 4 | PO (Purchase Order) | Formal order to selected vendor |

| 5 | Item Receipt | Log physical delivery (does not update stock) |

| 6 | GRN (Goods Receipt Note) | Confirm receipt; updates inventory & WAC after approval |

| 7 | Accounts | Vendor invoice and payment processing linked to GRN |

| 8 | SIV | Issue stock from warehouse (legacy SIV or SR-linked Store Issue Voucher) |

Important: Inventory quantity and Weighted Average Cost (WAC) increase only when a GRN is approved and completed. Stock decreases when an SIV or SR issue is confirmed — WAC is not recalculated on issue.

7. Step-by-Step: Complete Procurement Cycle

This walkthrough uses multiple demo accounts to simulate a real PR → PO → GRN workflow.

Step 7.1 — Create a Purchase Requisition (PR)

Login as: employee1 / Admin@1234

  1. Go to Procurement → Purchase Requisitions (PR).
  2. Click New PR.
  3. Fill in Department, Priority, and Justification.
  4. Add line items from the catalog or as free text.
  5. Click Save PR, then Submit for Approval.

Step 7.2 — Approve the Purchase Requisition

Login as: supervisor1 / Admin@1234

  1. Go to Approvals or open the PR.
  2. Click Approve (or Reject with a reason).

Step 7.3 — Create RFQ, Record Quotes, Award

Login as: manager1 or admin

  1. Create RFQ from the approved PR.
  2. Invite vendors and Send RFQ (optional email notification).
  3. Record vendor quotations and Award the best quote.

Step 7.4 — Create and Approve PO

  1. Create PO from the awarded RFQ.
  2. Login as manager1 or supervisor1 → Approve the PO.
  3. Mark as Sent to Vendor.

Step 7.5 — Receive Items

Login as: employee1

  1. Go to Receive Items → select PO → enter delivered/accepted quantities.
  2. Save receipt (inventory not updated yet).

Step 7.6 — Create, Submit, and Approve GRN

  1. Go to GRN → create GRN from receipt.
  2. Click Submit for Approval (Draft → Pending Approval).
  3. Login as supervisor1, manager1, or admin → Approve GRN.

On approval:

  • Item quantities on hand increase
  • WAC recalculates automatically
  • PO received quantities update
  1. Click Submit to Accounts when ready for payment processing.

Accounts users receive a notification and the GRN appears in Accounts → GRN Queue.

Step 7.7 — Verify Inventory

  1. Go to Items / Catalog or Reports → Inventory Valuation.
  2. Confirm Qty on Hand, WAC, and Total Value updated.

8. Master Data: Items & Vendors

Items / Catalog

Menu: Inventory → Items / Catalog

| Action | Steps |

|--------|-------|

| Add item | Click Add Item → SKU, Part No, Name, Category, Unit, Description, Web Address, Qty on Hand, WAC, Total Value → Save |

| Import items | Click Import File → upload .xlsx or .csv with column headers (SKU, Part No, Name, etc.) → use Download sample template if needed |

| Edit item | Click the edit icon |

| Deactivate | Toggle active/inactive |

| Delete | Click trash icon (permanent; blocked if item is linked to records) |

The page shows a navy blue banner with total inventory value and a searchable, filterable catalog table including Web Address.

Pre-seeded demo items: SKU-001 Office Chair, SKU-002 A4 Paper Ream, SKU-003 Laptop Dell i5

Vendors

Menu: Inventory → Vendors

Add, approve, search, and deactivate vendors. Only approved and active vendors appear in RFQs.

9. Store Requisition (SR)

Menu: Procurement → Store Requisition (SR)

Store Requisitions let End Users request items that are already in the warehouse. This is separate from Purchase Requisitions (which buy new stock).

Who can do what

| Role | Capabilities |

|------|--------------|

| End User | Create, edit draft, submit, cancel, print, track own SRs |

| Asset & Inventory Officer | Verify stock, reserve inventory, issue items, SR Processing page |

| Supervisor → Admin | Approve, reject, or return at each approval stage |

| Super Admin | Full access and override |

SR workflow 


End User submits

    → Inventory Officer verifies stock

    → Inventory Officer reserves stock

    → Supervisor → HOD → Manager → Administrator approvals

    → Inventory Officer issues items

    → Store Issue Voucher (SIV-YYYY-######) generated

    → Inventory reduced (WAC unchanged)

    → Completed

Step-by-step: Create a Store Requisition

Login as: End User (create one via Admin → Users, role: End User) or any user with SR access

  1. Go to Store Requisition (SR).
  2. The navy blue banner shows totals, pending counts, and quick links.
  3. Click New Store Requisition.
  4. Fill in Department, Cost Centre, Project, Required Date, Delivery Location, Priority, Remarks.
  5. Search items by name, SKU, part number, barcode, or category.
  6. Select an item → review the Item Availability popup (on hand, reserved, available, WAC, warehouse, bin).
  7. Click Request Item → enter quantity and purpose.
  8. If quantity exceeds available stock, choose Modify Quantity or Proceed for Partial Fulfilment.
  9. Click Save Draft, open the SR, then Submit.

Inventory Officer processing

Login as: employee1

  1. Go to SR Processing (Inventory menu) or open SR from notification.
  2. Verify Stock → Reserve & Forward to Supervisor.
  3. After all approvals, go to Issue Items → enter issue quantities → Issue Items & Generate SIV.
  4. Print the Store Issue Voucher from the SR detail page.

SR list features

  • Search and filter by status and priority
  • Pagination (10 per page)
  • Export to Excel
  • Approval history on each SR detail page

10. Stock Issue Voucher (SIV)

Menu: Inventory → Stock Issues (SIV)

The legacy SIV module issues stock directly (without an SR document). Use Store Requisition for the full approval and reservation workflow; SIV remains for simpler internal issues.

| Step | Action |

|------|--------|

| 1 | Create SIV — select items, department, purpose |

| 2 | Submit for approval |

| 3 | Approve / Reject |

| 4 | Issue — deducts stock at current WAC |

Stock is deducted only when issued, not on create or approve.

11. Approvals

Menu: Approvals (Supervisor, Manager, Admin, Super Admin)

| Document | Description |

|----------|-------------|

| PR | Purchase Requisition awaiting approval |

| PO | Purchase Order awaiting approval |

| GRN | Goods Receipt Note awaiting approval (inventory updates on approve) |

Store Requisitions are approved from the SR detail page at each workflow stage (Supervisor, HOD, Manager, Administrator).

Actions: Approve, Reject (comments required), Return for Correction.

12. Accounts Module

Menu: Accounts (Accounts Officer, Manager, Admin, Super Admin)

The Accounts module processes payment for goods already received and GRN-approved.

GRN Queue

  • Lists GRNs with status Submitted to Accounts
  • Badge on sidebar shows pending count
  • Click Process to open GRN details

Vendor invoice & payment

  1. Open a queued GRN from GRN Queue.
  2. Create AP Invoice — enter vendor invoice number, date, subtotal, tax.
  3. Record Payment — amount, date, method, reference.
  4. When fully paid, GRN status becomes Paid.

Vendor Invoices tab

View all AP invoices with balances and links back to GRNs.

Login as: accounts1 / Admin@1234

13. Reports

Menu: Reports

| Report | Description |

|--------|-------------|

| Summary | High-level counts and PO, GRN, SIV values |

| Inventory Valuation | Qty on hand, WAC, total value per item |

| Purchase Requisitions | All purchase requisitions |

| Store Requisition | All SRs with status filter; export Excel |

| Reserved Inventory | Active stock reservations from SRs |

| PO / GRN Reports | Purchase orders and goods receipt notes |

| Stock Movement | SIV issue history |

| Consumption by Dept | Stock issued by department |

| Audit Trail | System activity log |

Most reports support Print and several support CSV/Excel export.

14. Administration

Admin and Super Admin only.

User Management

Menu: Admin → Users

| Action | Steps |

|--------|-------|

| Search users | Use Search Users bar — name, username, email, department, phone; filter by Role |

| Add user | Add User → name, username, email, role (including End User, Accounts Officer) → Save |

| Edit user | Edit icon |

| Reset password | Key icon → resets to Admin@1234 |

| Deactivate | Ban/check icon |

| Delete user | Trash icon (Super Admin only; cannot delete self or last Super Admin) |

Users are paginated 10 per page.

System Settings

Company profile, logo, currency, VAT, SMTP for email notifications.

Audit Trail

Searchable log of logins, document actions, SR/GRN/Accounts events, and setting changes.

15. Profile & Notifications

My Profile

Menu: Top bar → user avatar → Profile

Update details, avatar, and password.

Notifications

Menu: Top bar → bell icon

  • View recent notifications with unread badge
  • Click a notification to open the related document
  • Click the trash icon on any dropdown item to delete it
  • Full history on the Notifications page

Notifications are sent for PR/PO/GRN approvals, SR workflow stages, GRN submitted to Accounts, and payments.

16. Tips & Important Rules

Inventory rules

| Event | Inventory Updated? | WAC Changed? |

|-------|-------------------|--------------|

| Item Receipt | No | No |

| GRN Approved/Completed | Yes — qty increases | Yes — recalculated |

| SR Issue / SIV Issued | Yes — qty decreases | No |

| Stock Reservation (SR) | No (qty_reserved increases) | No |

Document numbering

| Document | Format | Example |

|----------|--------|---------|

| PR, PO, GRN, RCV | PREFIX-YYYYMMDD-NNNN | GRN-20250630-0001 |

| Store Requisition | SR-YYYY-NNNNNN | SR-2026-000001 |

| Store Issue Voucher | SIV-YYYY-NNNNNN | SIV-2026-000245 |

| AP Invoice | AP-INV-YYYYMMDD-NNNN | AP-INV-20250630-0001 |

Status flows

PR: Draft → Submitted → Approved / Rejected → Converted

GRN: Draft → Pending Approval → Completed / Rejected → Submitted to Accounts → Paid

SR: Draft → Submitted → Stock Verified → Reserved → Pending Supervisor → HOD → Manager → Admin → Approved for Issue → Issued → Completed

SIV: Draft → Submitted → Approved → Issued

Best practices

  1. Set up vendors and items before procurement.
  2. Use Store Requisition for internal stock requests; use Purchase Requisitions to buy new items.
  3. Always approve GRNs before expecting inventory changes.
  4. Submit GRNs to Accounts promptly after completion.
  5. Use Import File on Items Catalog for bulk catalog setup.
  6. Review Reports → Store Requisition and Reserved Inventory regularly.

Troubleshooting

| Problem | Solution |

|---------|----------|

| Database not set up | Run setup.php |

| Cannot log in | Verify MySQL; re-run setup |

| No Approvals menu | Role must be Supervisor, Manager, Admin, or Super Admin |

| No Accounts menu | Role must be Accounts, Manager, Admin, or Super Admin |

| Stock not updating | GRN must be approved; SR must be issued |

| Cannot delete user | User may be linked to records; try deactivate instead |

| Import failed | Use .xlsx or .csv with SKU, Part No, Name columns |

17. Quick Reference: Demo Accounts

| Role | Username | Email | Password |

|------|----------|-------|----------|

| Super Admin | superadmin | superadmin@bvcprocedure.com | Admin@1234 |

| Admin | admin | admin@bvcprocedure.com | Admin@1234 |

| Manager / HOD | manager1 | manager@bvcprocedure.com | Admin@1234 |

| Supervisor | supervisor1 | supervisor@bvcprocedure.com | Admin@1234 |

| Asset & Inventory Officer | employee1 | employee@bvcprocedure.com | Admin@1234 |

| Accounts Officer | accounts1 | accounts@bvcprocedure.com | Admin@1234 |

Create an End User via Admin → Users → Role: End User.

Suggested Training Exercise

Run through this exercise with your team:

Procurement path (30 min)

  1. Admin — verify vendors and items.
  2. Employee — create and submit PR for A4 Paper Ream.
  3. Supervisor — approve PR.
  4. Manager — RFQ, quotes, award, create PO.
  5. Supervisor — approve PO, mark sent.
  6. Employee — receive items, create GRN, submit for approval.
  7. Supervisor — approve GRN, submit to Accounts.
  8. Accounts1 — create invoice and record payment.

Store Requisition path (20 min)

  1. Admin — create End User account.
  2. End User — create SR for paper reams from catalog, submit.
  3. Employee1 — verify stock, reserve, forward.
  4. Supervisor → Manager → Admin — approve each stage.
  5. Employee1 — issue items, print SIV.
  6. End User — confirm SR completed; check inventory reduced.

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