Civora
Guide contents

Department guide

Procurement & Logistics

Buying by the right method, purchase orders, goods received, stores, fleet and the supplier register.

Who uses it: Procurement and logistics officers, evaluation committees, driversOpen in Civora

What it is for

Approved purchase requests arrive in Procurement's queue and are bought by the method their value calls for under your own thresholds: direct purchase, request for quotations or open tender (donor rules can be stricter). The purchase order commits the budget, the goods received note records what actually arrived, and Finance pays only for what was received.

Logistics runs stores (bin cards, issues charged to budget lines, counts), the fleet (transport requests, trips, fuel, servicing) and the supplier register with due diligence.

Its menu

Each entry in the workspace menu and what you do there. You only see the entries your role allows.

  • Overview

    What is being bought, orders waiting, deliveries due, stock alerts, fleet and supplier compliance.

  • Purchase requestsBuying

    Approved purchase requests waiting to be bought.

  • Quotations & tendersBuying

    Requests for quotations and tenders, compared side by side, with the evaluation committee.

  • Purchase ordersBuying

    Purchase orders sent to suppliers.

  • Goods receivedBuying

    Goods received notes: what arrived and what was rejected.

  • StockStores

    Stock items, bin cards, issues and counts.

  • Transport requestsFleet

    Transport requests to assign a vehicle and driver.

  • VehiclesFleet

    Vehicles: trips, fuel economy, servicing, insurance and inspection.

  • Supplier registerSuppliers

    The supplier register: KRA PIN, CR12, tax compliance certificate, permits, sanctions check, ratings.

  • Procurement rulesSettings

    Your procurement thresholds and methods, committee size and other rules.

Setting it up

1Set your procurement rules

  1. In Procurement rules, set the value thresholds for each method and when an evaluation committee is needed.

2Register your suppliers

  1. Add each supplier in the Supplier register with their KRA PIN, tax compliance certificate and payment details.

How to

Buy what a purchase request asks for

  1. Open the request in Purchase requests; Civora proposes the method its value calls for.
  2. Send a request for quotations and record the quotes; above the committee threshold, at least three evaluators declare any conflict of interest and score them.
  3. Award and raise the purchase order; the budget commitment moves from the request to the order.

Fewer quotations or a lesser method than the value calls for needs a written justification.

Receive goods

  1. When the delivery arrives, record a goods received note against the order: quantities accepted and rejected.
  2. Stock items go into stores automatically; Finance can now approve the supplier's bill for what was received.

Assign transport

  1. Transport requests from staff arrive in Transport requests.
  2. Assign a free vehicle with enough seats and valid insurance, and a driver.
  3. The driver records odometer readings and fuel; kilometres are charged to the project's budget line.

Rules Civora enforces

Controls built into the system, so good practice does not depend on memory.

  • A suspended supplier, or one whose tax compliance certificate has expired, cannot be awarded.
  • A committee member who declares a conflict with a bidder is excluded from that evaluation.
  • A supplier bill is paid only for what was received (three-way match).
  • Stock count differences must be explained.

How it connects

Everyday work for everyonePurchase requests come from anyone's expense requests once approved.Finance & AccountingGoods received unlock the supplier bill in Finance.Executive Office & GovernanceAnnual declarations of interest flag conflicted committee members.

Last checked against Civora on 30 Oct 2026.