How an order moves through GODOWN.
From the moment an engineer needs a spare to the moment it's back on the shelf: who does what at each step, and what you see.
- Your team
- GODOWN
- Vendor network
Eight steps. One record.
This is an order bought through GODOWN. Buying from your own vendor instead? The request, approval, PO and GRN steps are the same, and the PO goes to them.
Request
An engineer picks the item from your catalogue, tags the site and machine, and adds a photo.
Checks your store stock first. If it's on the shelf, it becomes a stock issue instead of a purchase. Duplicates are flagged.
Approve
Your admin and plant head approve from one queue. Anything over a user's spend limit goes to the plant head.
Routes each request by your approval matrix and logs every decision with a reason.
Source
Nothing to chase. Have quotes from your own vendors? Upload the PDFs and they join the comparison.
Sends the requirement to every network vendor who supplies that category. Steps in if nobody responds.
Quote price, brand, quantity, days to ready, GST and dispatch mode. Urgent indents get a shorter window.
Choose
Compare the three best network prices with your own vendors' quotes and pick one per item. Set a target price if you like.
Shows any volume discount before you raise the PO, and what adding items would save.
Order
Generate one PO per plant in a click. Your admin approves it.
Pushes the PO to your ERP if you use one and sends advance-payment POs to your accountant. Places the order with the winning vendor.
Get the PO and see the order as won.
Deliver
See the ETA on your indent. The requester gets updates
Sets the ETA, raises the GST tax invoice, and tracks the order: ready for pickup, picked up, in transit, delivered.
Dispatch, and upload their invoice against the PO.
Receive
Your store manager records the GRN, full or partial. Stock goes up, and the floor draws from it through store issues.
Opens the GRN only once the order is delivered, so nobody receives goods that haven't arrived.
After-sales
Raise a return from the order, against its invoice.
Takes it up with the vendor. If a vendor can't supply, re-sends the item to the network and lets you choose a refund or a PO amendment.
Your vendors or ours. Same flow.
Every indent can go either way. Buy from a vendor you already use, or let GODOWN supply it and take on delivery, invoicing and returns. Both paths share the same approval, PO and GRN record.
Your own vendors
- 01Upload their quotes
- 02GODOWN builds the comparison
- 03PO goes to your vendor
Buy Now on GODOWN
- 01Competitive prices from our network
- 02Pick one per item
- 03One PO to GODOWN: we deliver, invoice and handle returns
- Indent
- Approval
- Quotes
- PO
- GRN
- Stock
You decide. We handle the rest.
- What to buy, and for which machine
- Who approves, and up to what limit
- Which quote wins
- When goods are received into store
- Finding vendors for every category
- Collecting and comparing quotes
- Placing orders and following up with vendors
- ETAs, GST invoices and delivery tracking
- Returns, replacements and cancellations
Urgent indents jump the queue.
Mark the indent urgent and vendors get hours, not days, to quote. Response speed counts toward every vendor's score, and breakdown spares move first.
Live on your process, not ours.
Switch on the modules you need. Every one writes to the same record, so there's nothing to reconcile when you add the next.
- Step 01
Map
On the first call we map your indent flow, approval matrix, plants, stores and machines.
- Step 02
Configure
We set up your sites, roles and spend limits, and switch on the modules you need. Your process stays; it just moves online.
- Step 03
Load
Your item master and vendor list come in from Excel. Connect your ERP now, or later.
- Step 04
Go live
Your team raises its first indents. From then on every order, approval and invoice sits on one record.
What purchase heads ask us first.
Something else? or email support@godown.world.
Do we have to change our approval process?
No. We configure GODOWN to the matrix you already use: admins, plant heads, and spend limits per user and per site. Your process stays the same; it just moves online.
Can we keep buying from our existing vendors?
Yes, in two ways. Upload their quotes and raise the PO to them directly, or add them as your vendors on GODOWN so their quotes appear next to network prices, named and at their own price.
Does it work with our ERP?
Yes. When your ERP connection is on, approved POs are pushed to it automatically. Until then, item and vendor masters come in from Excel, so you can start without waiting on IT.
How are invoices and GST handled?
For orders supplied through GODOWN, each delivery comes with a GST tax invoice linked to its PO. Advance-payment POs are sent to your accountant as soon as they're approved.
What happens if a vendor can't supply?
The line is cancelled from that PO and the item goes straight back out to the network for quotes. You choose what happens to the PO: a refund, or an amendment.
What about a machine breakdown?
Mark the indent urgent. Vendors get a shorter window to quote, and response speed counts toward every vendor's score.