Governed Procurement and Budget Control for a University Estate
Purchase requisition to payment, digitised, with the budget checked before the spend rather than after it.
Purchase requisition to payment digitised end to end, with budget control enforced before spend, not after
Dr. Vishwanath Karad MIT World Peace University
Pune, India
Enterprise Zoho implementation for procurement, inventory and finance
Enterprise BRD-led delivery with UAT, training and phased go-live
Client overview
Dr. Vishwanath Karad MIT World Peace University is a higher education institution in Pune, running procurement, stores and finance across multiple departments, cost centres and projects.
Business challenges
A university buys through dozens of departments against budgets that have to hold. At MIT-WPU the requisitions were fragmented and the controls sat outside the system.
- Department purchase requisitions fragmented, never consolidating into bulk procurement advantage
- Consolidated requisition logic driven by policy rather than by the system, so management had no predictable consolidation control
- Budget control analysis simply not available in the existing system
- Store receipt, issue and department consumption not tightly linked back to approved purchase order quantities
- Gate pass inward and outward activity operationally important but outside the transaction lineage
- Vendor advances, payment adjustments, GST treatment and accounting postings dependent on manual interpretation
- The same item treated as inventory in one context and expense in another, with no consistent master design
- No system-driven audit trail for comments, queries or level-wise review observations
What they needed
- An enterprise operating model across Creator, Inventory and Books aligned to the university procurement and finance design
- Purchase requisition, consolidated requisition, approval, purchase order, goods receipt, gate pass, issue and consumption digitised with accounting linkage
- Governed master data for organisation, chart of accounts, cost centre, project, item, vendor, customer and budget
- Correct stock, expense and tax behaviour for both product and service items
- Centralised procurement with department-wise visibility and assignment control
- Management reporting on budget consumption, open approvals, PO and GRN status, stock, gate activity and actual spend
- A design that scales to further automation, deeper approval controls and additional locations or projects
Our solution
Kelevo delivered an enterprise business requirements document first, then built the operating model across three Zoho applications so that every rupee committed is checked against a budget before it is spent.
- Zoho Creator — the procurement backbone: purchase requisition, consolidated requisition, multi-level approval, purchase order, goods receipt note, gate pass inward and outward, and department issue and consumption, each stage carrying its own audit trail of comments, queries and review observations
- Zoho Inventory — store receipt, issue and consumption tied back to approved purchase order quantities, with stock availability visible before a requisition is raised
- Zoho Books — accounting linkage, vendor advances, payment adjustment and GST treatment handled by rule rather than interpretation
- Master data design — one governed structure covering organisation, chart of accounts, cost centre, project, item, vendor, customer and budget, so an item behaves consistently wherever it appears
- Budget control logic — consumption checked against approved budget as part of the approval path
- Roles and approval matrix — centralised procurement with department-level visibility and assignment control
Key features delivered
- PR to CPR consolidation Department requisitions consolidate by rule, unlocking bulk buying.
- Budget checked before approval Spend is tested against the budget, not reconciled afterwards.
- GRN tied to PO quantity Receipts reconcile against what was actually approved.
- Gate pass in the lineage Inward and outward movement part of the same transaction chain.
- Consistent item master One definition governs stock, expense and tax behaviour.
- Approval audit trail Comments, queries and observations recorded at every level.
Business impact
8
Process stages digitised
3
Zoho applications in the estate
Pre-spend
Budget control enforced
Full
Audit trail on every approval
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