Product / Procurement

Get parts approved and ordered without chasing.

Solmex takes a purchase request from the person who needs it, through the approvers you choose, to a purchase order and into stock when the delivery arrives.

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Procurement in Solmex on a phone: Approved, one line refused. Waiting for the next approver.

Key points

  • One request can list every part needed, each with its own quantity, photo and urgency, not one email per line.
  • Your own approval chain, in order; an approver can refuse one line with a reason and approve the rest.
  • The buyer can never approve their own purchase order; approval and ordering are always kept separate.

The problem

Buying one part should not take ten emails.

Requests get lost

A technician asks for a pump seal by phone, then by email, then in person. Nobody is sure who has it, and the job waits.

Approvals stall in an inbox

The request sits with a manager who is on site all week. Nobody can see whose turn it is, so everyone asks everyone.

Deliveries never reach the stock

Parts arrive, go on a shelf and are never booked in. The storeroom thinks it has none and orders them again.

How it works

One path from request to shelf.

Request

One request, many lines

The person who needs it lists everything in one request: part numbers, quantities, a photo per line, the urgency and what it is for. It can be saved as a draft and submitted when ready.

  • Up to 50 lines per request
  • Department and project on every request
  • Approved request printed as a PDF
Procurement in Solmex on a phone: Many lines, one request. A line can be refused.
Approve

Your approval chain, in order

Set who approves and in what order. Each approver is notified when it is their turn and can approve, reject or send the request back. An approver can refuse one line with a reason and approve the rest.

  • The register shows whose turn it is
  • Chain changes never affect open requests
  • Every decision kept with its comment
Procurement in Solmex on a phone: Waiting for your approval. Step by step, in order.
Order

From order to stock in one step

Approved lines become a purchase order to a supplier from your register, approved by someone other than the buyer. When the delivery arrives, receiving it puts the parts into stock at the order price.

  • Supplier register with contact details
  • Order PDF sent to the supplier
  • Partial deliveries tracked per line
Procurement in Solmex on a phone: Partly received. Straight into stock.

Works together with

Spare PartsStock, bins and parts used CostsTrue cost of every asset Work OrdersAssign, track and close the job

Questions

Frequently asked questions

How does the approval chain work?
You set who approves and in what order. When a request is submitted, it takes a copy of the chain at that moment, so adding or removing an approver later never changes requests already under way. Each approver is notified when their turn comes, and the register shows which step every request is waiting on.
Can an approver accept most of a request but refuse one line?
Yes, with a reason attached to that line. The rest of the request moves on, and the register shows how many lines were refused so it never overstates what was agreed. An approver can also send the whole request back for changes instead of rejecting it, and the requester edits and resubmits it.
Can the person who raises an order also approve it?
No. A purchase order commits money, so the person who raises it cannot approve it, whatever permissions they hold. If nobody else in the company is able to approve orders, Solmex says so when the order is submitted and names what to fix.
What happens when the goods arrive?
You record the delivery against the order. Each line that names a spare part goes into stock at the order price, in the store where it was delivered, in the same step. Partial deliveries are tracked line by line, and receiving more than was ordered is refused.
Which plan includes procurement?
Procurement is part of the Business plan, together with spare parts and costs. Every new account gets the full Business plan for 14 days, so you can set up your approval chain and run real requests before you decide. After the trial the account keeps the free Starter plan.

Set up your approval chain and raise your first request.

Try the Business plan free for 14 days, with no card. After that, one user and up to 25 assets stay free for as long as you like.

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