Case study · Granite and stone processing
Procurement and inventory software for a stone-processing factory
A dedicated web application for supplier orders, partial deliveries, stock issues and location-wise stock, built for the stores team of a granite-processing operation.
DEMO-PO-101
Supplier A · Plant A
| Item | Ordered | Received | Remaining |
|---|---|---|---|
| Drive belt | 20 | 12 | 8 |
| Bearing unit | 10 | 10 | 0 |
- Industry
- Granite and stone processing
- System
- Procurement and stores inventory software
- Covers
- Purchase orders, receiving, stock issues, history, service records
- Used by
- Purchase, stores and maintenance teams, by location
- Delivery
- Custom implementation
The project in short
We built custom procurement and inventory software for the factory stores of a granite-processing business. Purchase orders record the supplier, items, quantities, tax and payment terms. Deliveries can be received in full or in part, stock issues record who issued what to whom, and every movement shows up in item history, low-stock lists and location-wise exports.
The challenge
A practical system for the factory stores team
Around a stone-processing site, the stores team buys and issues the materials and spare parts that keep production running. Suppliers often deliver in stages, items go out to many people and machines, and records have to stay organised by location.
The project brought supplier purchasing and inventory movement into one dedicated web application, so the team can see what is still due, what came in, what went out and why a balance changed.
What the system had to handle
- 01
Know what is still due
Keep ordered, received and remaining quantities visible when a supplier delivers in stages.
- 02
Connect receipts to orders
Record incoming stock against purchase order items and keep the receipt details.
- 03
Make stock issues accountable
Capture the item, quantity, issue date, issuing person, recipient and location.
- 04
Review the right records
Use location and item filters to inspect stock movements and export summaries.
The workflow
From supplier order to a traceable stock record
- 01
Set up the operating context
Items, units, suppliers, locations and internal users.
- 02
Create the purchase order
Supplier, dates, items, quantities, prices, tax and payment terms.
- 03
Receive all or part
Record receipts, update received quantities and keep the balance due.
- 04
Issue stock
Capture the issue and the people involved, with a movement record.
- 05
Review movement
Item history, low-stock lists and filtered summary exports.
Changes to a saved purchase order go through an edit request. A pending request stays separate from the order until it is approved.
Purchase orders and receiving
See the delivery balance, keep the order context
Purchase orders combine commercial details with item-level receiving, so the team knows exactly what to chase before calling a supplier.
- Supplier, location, dates, item units, quantities, unit prices, tax and cash or credit terms
- Full and partial stock-in, with receipt history and remaining quantities
- A printable purchase order
- Edit requests that wait for approval before the saved order changes
Edit request · DEMO-PO-101
Requested change to a saved order
- Requested by
- Stores user
- Change
- Delivery date
- Status
- Pending approval
- Saved order
- Unchanged until approved
Stock movement
Understand the movement behind every balance
A stock figure is more useful when the team can see how it changed. Every receipt and issue is recorded against the item and location.
- Item history with stock-in and stock-out entries
- Summary records filtered by location, item and date, with export
- Low-stock lists against each item's configured safety-stock level
- Available-stock lists by location
Item history · Drive belt
Plant A
| Entry | Change | Balance |
|---|---|---|
| Opening stock | +30 | 30 |
| PO receipt · DEMO-PO-101 | +12 | 42 |
| Stock issue | −5 | 37 |
Service records
Parts used in maintenance come out of stock
The stores team also records machine service work: the machine, the service party, electrical or mechanical work and the parts used. A service order created as completed deducts the recorded parts from stock, so maintenance use shows up in the same balances.
Capabilities
What is in the system
Masters
Items, units, suppliers, locations and users.
Purchase orders
Commercial details, tax, payment terms and print.
Receiving
Full and partial stock-in with receipt history.
Stock issues
Issue date, issuer, recipient, location and quantity.
Item history
Every stock-in and stock-out entry per item.
Low and available stock
Safety-stock comparisons and availability lists.
Summary export
Filtered by location, item and date.
PO edit approval
Requested changes approved or rejected before saving.
Service records
Machines, service parties, work type and parts used.
What it gives the team
A stores team that can answer questions quickly
Clearer supplier follow-up
Quantities received and still due are visible before anyone chases a delivery.
More useful stock reviews
Recorded movements, item history and location filters explain changes.
Clearer responsibility
Issuing and receiving details are kept, and PO changes wait for approval.
These are capabilities the software supports. We have not published measured ROI or performance results for this project.
Who it is for
Built for factories with busy stores
- Granite and stone-processing businesses
- Manufacturers managing supplier orders, stores and spare parts
- Operations with more than one plant or stores location
A good fit when
- Suppliers deliver in instalments against one order
- Spares and materials are issued to many people and machines
- You need stock answers by location, not just a company total
How we would build yours
- 01
Discover
We map your process, documents, roles and the reports your team relies on.
- 02
Scope and design
We agree the modules, rules, integrations and screens before the build starts.
- 03
Build in phases
Each module is released for your review and tested with representative data.
- 04
Roll out and support
We train your team, stage the rollout and keep improving as your process grows.
Can it handle partial deliveries from suppliers?
Yes. Each purchase order item tracks ordered, received and remaining quantities. Stock can be received in full or in part, and the receipt history stays with the order.
Does this system track granite slabs through production?
No. This implementation covers procurement and factory stores: materials, spares and service parts. Slab-level production and container loading is a different workflow, covered in our granite and stone ERP case study.
Does it raise automatic reorders when stock is low?
It shows low-stock lists against each item's configured safety-stock level and available-stock lists by location. Automatic reordering is not part of this implementation.
Can stock be viewed by location?
Yes. Stock lists, movements and summary exports can be filtered by location, item and date.
Is this an accounting or GST system?
No. Purchase orders record tax and payment terms, but accounting and GST filing stay in your accounting software. Integration can be scoped for a new project.
More software case studies
Related projects
Your project
Map your procurement-to-stock workflow.
Show us one purchase order, one delivery and one stock issue. We will discuss a custom scope around your locations, people and operating rules.
This is an anonymised case study: the client's name and data are kept confidential. Screens are illustrative interfaces with sample data, not screenshots of the live system. Each implementation is scoped separately; this is not a packaged subscription product.