All features
Every feature, from request to completed purchase.
The complete feature list of the Avantix Procurement Portal, grouped the way a purchase moves through it.
The Avantix Procurement Portal covers purchase requests (three types), approval by the Department HOD, Purchasing HOD and, above a set amount, the COO, with partial approval, return for revision, quote comparison, budget checks, deadlines, reminders, delegation and bulk approval. The Purchasing Team issues PO numbers and records final prices, which feed price history and automatic price alerts. It also has in-app notifications, search, role dashboards, four exportable reports, six user roles and an audit log, and works on any device.
Request management
How staff raise purchases.
- Three request types: Purchase Request, Quotation Approval, Special Approval
- Line items with part number, name, quantity, unit price and supplier
- Part number auto-complete from the parts list; the name and last purchase price fill in automatically
- Live price check: the variance against the last purchase shows as you type
- Priority levels: Low, Medium, High, Urgent
- Attachments on requests
- Quotation details: reference, date, supplier, payment terms and lead time
- Special Approval with required justification; marked urgent, it skips the Department HOD
- My Requests with a progress column: edit, revise, cancel, re-submit or duplicate a past request
Multi-level approval
The route every request takes. Guide: setting approval limits.
- Approval stages: Department HOD → Purchasing HOD → COO, then the Purchasing Team
- COO only above a set amount (RM 5,000 by default); smaller requests are final after the Purchasing HOD, and the skip is logged
- Partial approval: approve some line items and decline others in the same request
- Return for revision with remarks; unchanged requests resume at the stage that returned them
- Changed lines, quantities or prices restart approval from the first stage, so no approver is bypassed
- Reject with a required reason; re-submitted requests start again from the first stage
- Progress tracker on every request, showing skipped, returned and rejected stages and days waiting
- Department HODs only see their own department's requests
Vendor quote comparison
Choosing suppliers in the open. Guide: the three-quote rule.
- Selected quote and other quotes received (supplier, reference, amount, lead time, notes)
- Side-by-side comparison for approvers, with Selected and Lowest badges and the difference against the lowest
- Reason required when a cheaper quote was not chosen
- Three-quote rule: a warning above a set amount (RM 2,000 by default) when fewer than three quotes were collected
Price comparison & alerts
Catching supplier price increases.
- Last purchase price and % difference on every line, with a badge above the alert percentage
- Price history for every part: average, lowest, highest, latest and trend chart
- Automatic price alerts when a completed purchase raises a part's price by at least the set percentage (10% by default)
- Alerts sent to the Purchasing HOD and COO, and recorded in the audit log
Budget control
Spend against plan, before it is committed.
- Annual budget per department
- Budget meter at approval: committed spend this year, the effect of this request and an over-budget flag (a warning, not a block)
Keeping approvals moving
Where requests used to get stuck.
- Days waiting at the current stage and overdue flags against the deadline set by the admin
- Remind approver button for the requester once a request is overdue (once a day)
- Out-of-office delegation: a stand-in covers an approver's queue for set dates; actions are recorded as "X for Y"
- Bulk approval of routine requests, with price and quote warnings listed before confirming
- Discussion on each request: ask a question without returning it
- Approval Timeline report: time at each stage, within or over the deadline
Procurement (Purchasing Team)
From approval to completed purchase.
- Ready list: fully approved requests appear for the Purchasing Team, who are notified
- Start procurement creates the next PO number for the year (PO-2026-0001…)
- Record the supplier, final unit price per line and notes
- Mark as completed; final prices update each part's price history
Notifications & search
Telling people when it is their turn.
- In-app notification bell with unread count; each notification opens its request
- Alerts for: new request, approvals, declined items, returns, rejections, full approval, procurement started or completed, price alerts, comments, reminders and delegation
- Global search across request IDs, descriptions, parts and suppliers
Dashboard, analytics & reports
Seeing the whole picture.
- Dashboard for each role answering "what needs me now?", with charts for status, monthly volume, top parts and price trend
- Analytics: request volume, top requested parts, price trends
- Four reports: Request Summary, Approval Timeline, Purchase Analysis, Price Trend; Excel-ready CSV or print/PDF
- Scoped by role: Department HODs see their own department
Administration & security
Who can do what, and a record of it.
- Six roles: Requestor, Department HOD, Purchasing HOD, COO, Purchasing Team, System Admin
- Add, edit, activate or deactivate users; only active users can sign in
- Role-based access: users only see and open their own role's pages
- Settings: price alert %, approval deadline days, COO approval amount, three-quote amount, department budgets
- Full audit log of every action: who, what, when
Works on any device
Approving away from the desk.
- Runs in the web browser on computers, tablets and phones
- Phone layout with a slide-in menu for approving on the go
Book a demo
Want to see a feature in action?
Tell us on WhatsApp which part of your purchasing process hurts most. We'll show you that part first.
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.