Purchase approval system · Malaysia
Purchase approvals off paper and on screen. Price increases caught.
Requests are approved from any device. Every line is checked against the last price you paid, and management is alerted when a supplier charges more.
| Item | Unit (RM) | vs last |
|---|---|---|
| Ball bearing 6205-2RSBRG-6205 | 12.80 | 0.0% |
| Cutting fluid, 20 LCF-020 · last RM 185.00 | 218.00 | +17.8% |
| Nitrile gloves, box of 100GLV-N100 | 23.90 | −2.4% |
The Avantix Procurement Portal is a web-based purchase request and approval system for companies in Malaysia. It replaces paper purchase request forms with an online approval route (Department HOD, Purchasing HOD and, above a set amount, the COO), compares every line with the part's last purchase price, alerts management to supplier price increases, and hands approved requests to the Purchasing Team, who issue the PO and record the final price. It is built by Avantix Innovation Sdn. Bhd. in Penang.
- 3approval stages, then Purchasing
- 3request types, incl. urgent special approval
- 6user roles with their own dashboards
Purchase Requisition Form
The paper chase
Three questions a paper purchase form can't answer.
Where is my request right now?
It sits in a tray or someone's inbox. The requester chases by phone, and nobody knows it has waited four days.
Did we pay more than last time?
The last price is in an old PO, a spreadsheet or someone's memory. A 15% supplier increase gets signed without anyone noticing.
Who approved this, and when?
Signatures don't say which items were questioned, what was changed after, or whether the budget allowed it.
The Avantix Procurement Portal answers all three on one screen.
The approval route
One route. The right sign-offs. Nobody chasing.
Up to three approvers, then Purchasing. Smaller requests skip the COO automatically, urgent Special Approvals skip the Department HOD, and every request shows where it is and how long it has waited.
- Stage 1
Department HOD
Checks the need. Sees only their own department. Skipped for urgent Special Approvals.
waited 0.5 day - Stage 2
Purchasing HOD
Checks prices, suppliers and quotations against the last purchase.
waited 1 day - Stage 3
COO
Final sign-off above a set amount (e.g. RM 5,000). Below it, skipped automatically and logged.
waited 4 days · overdue - Hand-off
Purchasing Team
The approved request lands in their Ready list.
ready to order - PO-2026-0031Start procurement
Purchase order
Next PO number for the year, created when Purchasing starts the order.
Illustration with sample data. The COO amount and the overdue limit are set by your admin.
Approve, return or reject
Approve some lines and decline others. Clear routine requests in bulk, with price and quote warnings shown first.
Overdue? Remind.
Days waiting on every request, overdue flags, and a Remind approver button for the requester, once a day.
Out of office
Approvers hand their queue to a stand-in for set dates. Actions are recorded as "X for Y".
Ask, don't return
A discussion thread on each request: ask a question without sending the request back.
Return for revision
Sent back to fix? It picks up where it left off.
Re-submitted without changes
Remarks answered, lines unchanged. It goes straight back to the stage that returned it.
A line, quantity or price changed
A new price or quantity restarts approval from the first stage. A change can't slip past approvers who already signed.
How the purchase approval workflow works, step by step → · Setting your own approval limits →
Supplier price monitoring
Type a price. See the warning before anyone signs.
Pick the part number and the last purchase price fills in. Type the new price and the check runs as you type. If the order is completed at a higher price, the alert follows. Try it.
New line item
Interactive illustration · sample data
Price history · CF-020
- Average
- 180.75
- Lowest
- 176.00
- Highest
- 185.00
- Latest
- 185.00
Bought at RM 218.00, up 17.8% from RM 185.00. Sent when Purchasing completed PO-2026-0031.
Vendor quote comparison
Not the cheapest quote? Say why.
In a Quotation Approval the requester lists every quote received. Approvers see them side by side, with the lowest highlighted and the gap in ringgit.
- Reason required when a cheaper quote was not chosen.
- Three-quote rule: above a set amount (RM 2,000 by default), fewer than three quotes is flagged.
- Lead times sit next to prices, so "cheapest" and "in time" are both visible.
Quotation Approval · 3 quotes
| Supplier | Amount (RM) | Lead time | |
|---|---|---|---|
| Supplier A | 1,308.00 | 5 days | Selected |
| Supplier B | 1,236.00 | 14 days | Lowest |
| Supplier C | 1,350.00 | 7 days |
Illustration · fictional suppliers and figures
The approver's view
Approve what's right. Decline what isn't. Keep the rest moving.
No more rejecting a whole request over one line. Tap a line to decline it and watch what it does to the department budget.
Maintenance budget 2026 annual
- Annual budgetRM 120,000
- Committed so farRM 117,900
- Left this yearRM 2,100
- This requestRM 2,537
All three lines go to the Purchasing HOD. The requester sees every remark.
Interactive illustration with sample figures.
Procurement closes the loop
The price you pay today becomes the check for tomorrow's request.
- Fully approved
Ready for Purchasing
No hand-off email. It appears in the Purchasing Team's Ready list, and they are notified.
- Start procurement
PO number issued
The next number for the year.
PO-2026-0001 - Purchasing Team
Records the real deal
Supplier, final unit price per line and notes. Then marks it completed.
- Price history
Updated by itself
Final prices feed each part's history. A rise past the alert level notifies the Purchasing HOD and COO.
No one re-types prices into a spreadsheet. The history stays current because buying keeps it current.
Six roles
Each role sees its own work. Nothing more.
Each role gets its own dashboard and only the pages it needs. Department HODs see their own department. Deactivated users can't log in.
Requestor: raise it once, track it to the end
Three request types: Purchase Request, Quotation Approval and Special Approval.
- Part number auto-complete; last price fills in
- Live warning if a price is above the last purchase
- Priority: Low, Medium, High, Urgent
- Attach quotations and documents
- Quotation reference, date, supplier, payment terms
- Track progress, revise, re-submit, cancel or duplicate a past request
- Remind a late approver
Sees: their own requests, status and every approver's remarks.
Department HOD: first check, own department only
Stage 1 of the route. Confirms the purchase is really needed.
- Approve, return for revision or reject, with remarks
- Approve some lines, decline others
- Department budget: committed, this request, over-budget warning
- Out of office: a stand-in covers set dates
Sees: only requests from their own department.
Purchasing HOD: the price check
Stage 2 of the route, and one of the two people who receive price alerts.
- Last purchase price and % difference on every line
- Price history: average, lowest, highest, latest, trend
- Quote comparison with the lowest highlighted
- Price alerts when a completed purchase costs more
- Price analysis and Price Trend report
Receives: price alerts, together with the COO.
COO: final sign-off on larger requests
Approves requests above the amount set by the admin. Smaller ones skip this stage automatically.
- Budget meter and price badges before approving
- Price alerts on supplier increases
- Approval Timeline report: time at each stage
- Dashboard: status, monthly trend, top parts, price trend
Receives: price alerts, together with the Purchasing HOD.
Purchasing Team: buy, record, close
Approved requests arrive in their Ready list.
- Start procurement: next PO number (PO-2026-0001…)
- Record supplier, final price per item and notes
- Mark completed; price history updates itself
- Notified when procurement starts and completes
Sees: approved requests waiting for purchase.
System Admin: users, limits, audit
Sets the rules the system enforces.
- Add, edit and deactivate users
- Price alert %, deadline days, COO amount, three-quote amount
- Annual budget for each department
- Full audit log: who did what, and when
Controls: which role opens which pages.
Visibility
Every action is logged.
Notifications tell people when it's their turn. Reports show where requests slow down. The audit log keeps every action.
Notification bell
Each one opens the request it is about. New request, approvals, declined items, returns, rejections, comments, reminders, procurement updates and price alerts.
- Price alert: CF-020 +17.8% on PO-2026-0031
- #0148 approved by Department HOD
- #0145 returned: "add second quotation"
- PO-2026-0030 procurement completed
Four reports · Excel-ready CSV or print/PDF
Plus a dashboard for each role and analytics on request volume, top requested parts and prices.
- Request SummaryRequests by status, type, department and period.CSVPDF
- Approval TimelineTime at each approval stage, within or over the deadline. CSVPDF
- Purchase AnalysisWhat was bought, from which suppliers, at what final price.CSVPDF
- Price TrendHow each part's price moved over time.CSVPDF
Audit log: who, what, when
| When | Who | Action |
|---|---|---|
| 29 Sep 09:12 | Purchasing Team | Completed PO-2026-0031 |
| 26 Sep 15:02 | System | COO skipped |
| 28 Sep 16:05 | Requestor · Store | Submitted request #0148 |
| 28 Sep 11:30 | System Admin | Changed setting |
Illustration · fictional sample entries
Works on any device
The COO is at a supplier visit. The request still moves.
The system runs in the browser on computers, tablets and phones. Approvers open the request, see the price check and budget, and approve, return or reject from their phone.
- Mobile menu built for approving on a phone.
- Unread count on the bell, so nothing waits unseen.
- Same role rules on every device.
Illustration · sample data
Everything in the box
From purchase request to completed purchase.
Request management
Purchase Request, Quotation Approval and Special Approval. Line items with part number, name, quantity, unit price and supplier. Priorities, attachments, quotation details.
Multi-level approval
Department HOD → Purchasing HOD → COO (above a set amount) → Purchasing. Partial approval, bulk approval, delegation.
Prices & quotes
Last price and % difference on every line, quote comparison, price history per part, automatic alerts.
Budget control
Annual budget per department. Approvers see committed spend, this request's effect and an over-budget warning.
Deadline tracking
Days waiting at each stage, overdue highlighting, and a report of time taken per approval stage.
Procurement
Ready list, PO numbers per year, supplier, final unit prices and notes; mark completed.
Notifications
In-app bell with unread count; each notification opens its request. Global search finds any request.
Dashboards & reports
Role dashboards, analytics and four reports in Excel-ready CSV or print/PDF.
Administration & security
Six roles, role-based access, user deactivation, settings and a full audit log.
The Avantix Procurement Portal in ten lines.
- What it is
- A web-based purchase request and approval system (purchase requisition to purchase order).
- Made by
- Avantix Innovation Sdn. Bhd. (SSM 202401000888), a software company in Simpang Ampat, Penang, Malaysia.
- Built for
- Malaysian manufacturers and other companies with a purchasing department that approve purchases on paper, email or spreadsheets.
- Request types
- Purchase Request, Quotation Approval and Special Approval (justification required; urgent ones skip the Department HOD).
- Approval route
- Department HOD → Purchasing HOD → COO above a set amount (RM 5,000 by default) → Purchasing Team.
- Approver tools
- Partial approval, return for revision, reject, bulk approval, out-of-office delegation, discussion, budget meter.
- Price control
- Last price and % variance on every line; price history per part; automatic alerts to the Purchasing HOD and COO when a completed purchase costs 10% or more above the previous price (adjustable).
- Quotes
- Selected quote compared with the other quotes received; reason required if not the cheapest; three-quote warning above a set amount.
- Roles and records
- Six roles, each with its own menus and view of requests; in-app notifications; four reports (Excel-ready CSV or print to PDF); full audit log.
- Devices and pricing
- Runs in the web browser on computers, tablets and phones. No public price list: ask Avantix for a quote.
Common questions.
What is the Avantix Procurement Portal?
It is a web-based purchase request and approval system from Avantix Innovation Sdn. Bhd., a software company in Penang, Malaysia. Staff raise purchase requests online, the right approvers sign off on screen instead of on paper, every line is checked against the last purchase price, and approved requests go to the Purchasing Team, who issue the PO and record the final price.
Who approves a purchase request?
Requests pass up to three approval stages, Department HOD, Purchasing HOD and COO, and then go to the Purchasing Team. The COO only approves requests above a set amount (RM 5,000 by default), and urgent Special Approvals skip the Department HOD. Each approver can approve, return for revision or reject, with remarks. Department HODs only see requests from their own department.
Can an approver approve only some items in a request?
Yes. Approvers can approve some line items and decline others in the same request. The requester is notified which items were declined, and the approved items continue to the next step.
Can approvers compare supplier quotations?
Yes. In a Quotation Approval, the requester enters the selected quote and the other quotes received, with amounts and lead times. Approvers see them side by side with the lowest quote highlighted. If a cheaper quote was not chosen, the requester must give a reason, and requests above a set amount with fewer than three quotes are flagged.
What happens when a request is returned for revision?
The approver sends it back with remarks instead of rejecting it. If the requester revises it without changing lines, quantities or prices, it goes back to the stage that returned it. If any of those changed, approval restarts from the first stage, so no approver is bypassed. A rejected request that is re-submitted always restarts from the first stage.
How does the system detect supplier price increases?
Each part number keeps a price history built from the final prices of completed purchases. While a request is typed, the system shows the last purchase price and the percentage difference. Approvers see the same comparison on every line, with a badge when it is above the alert percentage set by the admin (10% by default). When the Purchasing Team completes a purchase at a price at least that much above the previous one, a price alert is sent automatically.
Who receives price alerts?
Price alerts go to the Purchasing HOD and the COO, and are recorded in the audit log. They appear in the in-app notification bell with alerts for new requests, approvals, returns, rejections, comments, reminders and procurement updates.
What happens when an approver is on leave?
The approver sets Out of office with a stand-in and a date range. The stand-in sees those requests in their own queue marked as covering, and their actions are recorded as made on the approver's behalf. Requests past the deadline also show a Remind approver button to the requester.
How does budget control work?
Each department has an annual budget set by the admin. When approving, approvers see the department's committed spend this year against its budget, what this request adds, and an over-budget flag. The flag is a warning, not a block.
How are purchase orders created and numbered?
Fully approved requests appear in the Purchasing Team's list as ready. When the team starts procurement, the system creates the next PO number for the year, such as PO-2026-0001. The team records the supplier, the final unit price per line and notes, then marks the purchase completed. Final prices update each part's price history.
Can managers approve purchase requests from a phone?
Yes. The system runs in a web browser on computers, tablets and phones, with a mobile menu so HODs and the COO can review and approve requests from their phone.
What reports does the system produce?
Four reports: Request Summary, Approval Timeline (time at each approval stage, within or over the deadline), Purchase Analysis and Price Trend. Each can be exported to Excel-ready CSV or printed and saved as PDF. Each role also has a dashboard, and Department HODs get reports for their own department.
How much does the Avantix Procurement Portal cost?
Avantix does not publish a price list. Tell us how many departments and users you have, and we will quote for your company. Contact Avantix on WhatsApp at +60 12-852 0289 or email info@avantix.my.
Book a demo
See your own purchase flow on screen.
Send us a WhatsApp message. We'll walk you through a request from submission to PO, using departments and parts like yours.
Prefer email? info@avantix.my
- Tell us how you buy todayDepartments, who signs, roughly how many requests a month.
- See it workingA request goes through each stage, with price check, quotes, budget and PO.
- Ask about pricingTell us your departments and users, and we'll come back with a quote.