BUILT & BUILDING / 02

Traceable Procurement

Every purchase order, traced from the original need to the final payment. Who picked the vendor and why, what was quoted, what showed up, what was billed, and what's still holding up the check.

STATUS: Working build
DATA: Illustrative
INDUSTRY: Construction
BUILT IN: ICARUS

Procurement, start to finish. About fifty seconds, no sound.

WHY IT MATTERS

"Why did we pick them?" has an answer. The award, the quotes it beat and the policy it followed are kept together, not reconstructed from email when someone asks.
Approval and payment are different questions. A signed PO doesn't make a vendor safe to pay. The two checks are tracked separately, so one can't stand in for the other.
Stuck shows up before it's late. Short deliveries, duplicate invoices and thin bidding surface as exceptions from the records, not from someone noticing.

The walkthrough

ILLUSTRATIVE DEMO DATA Projects, vendors, people and amounts are invented, and every screen says so. These are captures of the working software, not mock-ups. Orange outlines mark what to look at.

01The procurement pictureCommitted PO value, POs waiting on approval, material not yet delivered, and the open balance, with the exceptions right underneath.

02Seven stages, one rowFrom the need to the payment. Green is done. Red is where it's stuck: two of five switchgear lineups have arrived, and the vendor isn't cleared for payment.

03Why this vendor?The award decision records who chose, on what basis, the reasoning and the policy, next to every quote that was on the table at the time.

04Deliveries and invoicesPartial deliveries show up as separate receiving records, with the bill of lading and discrepancy notes. Every invoice billed against the PO is listed.

05Approved is not the same as payableThe PO is approved. The vendor isn't verified for payment: the bank account on file changed and the callback is still open. Two separate sign-offs, kept separate.

06History isn't overwrittenThis award was revised. The original selection stays visible, marked superseded, so you can see what changed and why.

07What's blocking payment?Exceptions come from the same records: a possible duplicate invoice, an open payment verification, an overdue delivery, too few bids, invoices after a cancellation. Each one opens its records.

08Explain the changeCommitted PO value rose $1.85M in July. The explanation names the award, who made it, the basis and the number of quotes, all taken from the award record itself.

WHAT THIS PROVES

Traceable records, applied to procurement: the award decision, quotes, deliveries, invoices and payment readiness behind every purchase order.

Built

The seven-stage lifecycle, award history, separate payment verification, exceptions and explain-change run in the real software.
Captured on an illustrative construction project, against a test data store.

Not yet

Not yet connected to a live purchasing or accounting system.
Runs on seeded demonstration data.

Got a PO nobody can explain? Let's trace it.

ASK FOR A WALKTHROUGH

Thirty minutes, on a screen share or at your office in Dallas.
Or write to bluedottechnology [at] outlook [dot] com