PRF — Purchase Requisition Form
Procurement Department
The PRF module is the gateway for all procurement at Tantita. Staff raise purchase requests that pass through a structured six-stage approval chain, ensuring financial discipline and total accountability from field requirement to vendor purchase order.
6-Stage Approval
Auto Notifications
Budget Control
Revision Tracking
- Raise and submit requisitions with item descriptions, quantities and justifications
- Six-stage approval: Initiator → Dept Head → Store → Procurement → Finance → Executive Management
- Auto-email at every stage transition to the correct approver
- Manager can request revisions; initiator re-submits a revised PRF
- Full status history and audit trail per PRF
- Printable PRF document with company letterhead
MRF — Material Requisition Form
Store & Operations
The MRF module manages internal requests for materials already in the store. Departments request items from existing inventory, with store officers fulfilling or partially fulfilling requests and recording all movements with full traceability.
Internal Requests
Stock Deduction
Partial Fulfillment
Transfer Records
- Departments request materials from existing store stock
- Store officer reviews availability and fulfills or partially fulfills
- Automatic inventory deduction on fulfillment
- Partial fulfillment with outstanding balance tracking
- MRF history and department consumption reports
- Printable MRF documents for physical records
Store Inventory Management
Store Department
A live, real-time store management system that tracks every item in Tantita's warehouses. Manage stock levels, categories, reorder thresholds, and receive automatic alerts when supplies fall below minimum quantities.
Live Stock Levels
Low-Stock Alerts
Multi-Location
Bulk Import
- Real-time inventory with live quantity tracking per item
- Automatic low-stock notifications when quantity drops below minimum
- Item categorisation, unit of measure, and cost tracking
- GRN (Goods Received Note) recording on PRF delivery
- Stock movement history — in and out, with timestamps
- Excel bulk import for rapid stock setup
Vendor Management
Procurement Department
Centralise all supplier and vendor information on one structured platform. Onboard vendors, manage their documentation, track supply history, and ensure only approved vendors are engaged for Tantita's procurement activities.
Vendor Registry
Document Store
Approval Status
Supply History
- Centralised vendor register with contact, bank and tax details
- Vendor approval and blacklist management
- Attach CAC, tax clearance and compliance documents
- Link vendors to specific product categories and commodities
- Track supply history and delivery performance per vendor
- Vendor portal link for direct data submission
Company Assets
Administration / All Departments
A complete register of all Tantita company assets — vehicles, equipment, electronics, and office items. Track assignment, location, condition, purchase cost in USD, and lifecycle status for every asset in the organisation.
Asset Register
Assignment Tracking
USD Valuation
Bulk Import
- Full asset register: name, category, serial number, purchase date
- Assign assets to specific staff by name and role
- Track asset location across multiple operational sites
- Purchase cost recorded in USD with condition grading
- Decommission and disposal workflows with approval
- Excel bulk import for rapid asset onboarding
HSES Module
Health, Safety, Environment & Security
A dedicated compliance and safety module for Tantita's HSES department. Log incidents, track near-misses, manage environmental registers, run safety audits and maintain emergency response records — all in a structured, auditable system.
Incident Reporting
Safety Audits
Environmental Logs
Emergency Records
- Incident and near-miss reporting with category classification
- Safety observation and corrective action tracking
- Environmental impact registers and permit management
- Emergency drill records and response documentation
- HSES KPI dashboard with incident trend charts
- HSES officer role with exclusive module access
HR & Employee Management
Human Resources Department
A comprehensive HR module to manage Tantita's workforce from onboarding to records maintenance. Store employee profiles, track deployment across locations, manage leave records, and maintain up-to-date personnel documentation.
Employee Profiles
Deployment Tracking
Leave Management
Document Store
- Comprehensive employee profiles: personal, contact, role, department
- Staff deployment tracking across operational locations
- Leave application, approval and balance tracking
- Contract and certification document management
- Location suspension — suspend an entire site's operations
- HR officer role with full personnel management access
Smart Notifications
Platform-Wide
TPMS's intelligent notification engine automatically delivers the right information to the right person at the right time. From PRF status changes to low-stock warnings, every event triggers a precisely targeted email — no manual chasing required.
Auto Email
Permission-Aware
Workflow Triggers
Reminder System
- Automatic email notifications at each PRF and MRF stage transition
- Permission-aware routing — only qualified approvers receive action emails
- Low-stock alerts to store officers and procurement team
- Pending approval reminders on a scheduled basis
- HSES incident notifications to HSES department
- Revision-request notifications back to original requestors