User Guide Overview

Welcome to the Waqti User Guide. This section covers everything you need to know to use Waqti effectively in your daily work.

Dashboard

When you log in, you'll see your personalized dashboard with:

• Pending Approvals - Items waiting for your action
• My Purchase Orders - POs you've created or are assigned to
• Budget Status - Real-time budget utilization
• Recent Activity - Latest actions in the system

Core Modules

📋 Purchase Orders

The heart of procurement - create, track, and manage POs from request to completion.

• Purchase Orders Overview - Creating, editing, and tracking POs
• Blanket POs - Standing orders for recurring purchases
• Amendments - Modify approved POs with audit trail
• Goods Receipts - Record delivery of goods

📝 Purchase Requisitions

Request purchases before creating POs (Professional+ plans).

• Create requisitions with line items
• Route for approval before PO creation
• Convert approved requisitions to POs automatically

📨 Request for Quotes (RFQs)

Solicit competitive quotes from multiple vendors.

• Create RFQs and invite vendors
• Receive and compare vendor quotes
• Award and convert to POs

✅ Approvals

Manage approval workflows and process pending requests.

• Approval Workflows - Linear and visual workflow designer
• Pending approvals and approval history
• Delegation - Assign approvals when out of office
• SLA tracking and escalations

🏢 Vendors

Manage your supplier base with comprehensive vendor management.

• Vendor Management - Add, edit, and track vendors
• Prequalification - Verify vendors before approval
• Certifications - Track expiring certifications
• Performance Scorecards - Rate vendor performance
• Contracts - Manage vendor contracts and terms

💰 Budgets

Track spending and ensure budget compliance.

• Budget Management - Department and project budgets
• Manager Budgets - Delegated budget control
• Real-time commitment tracking
• Automatic threshold alerts (50%, 75%, 90%, 100%)

📄 Invoices

Process vendor invoices with three-way matching.

• Invoice Processing - Create and manage invoices
• Three-Way Matching - Match PO, GRN, and Invoice
• Payment tracking and scheduling
• Milestones - Milestone-based invoicing

📦 Inventory Management

Track stock levels and warehouse operations (Professional+ plans).

• Inventory Management - Inventory items and stock levels
• Multiple warehouses support
• Stock alerts and reorder points
• Inventory transactions and history

🗂️ Projects

Organize procurement by project.

• Projects - Create and manage projects
• Link POs to projects
• Project-based budget tracking
• Project spending reports

📅 Purchase Planning

Plan future procurement needs (Professional+ plans).

• Purchase Planning - Create purchase plans
• Schedule planned purchases
• Convert plans to POs

🛒 Catalog Purchasing

Browse and order from approved catalogs (Professional+ plans).

• Catalog - Browse catalog items
• Add to cart and checkout
• Quick PO creation from catalog

📊 Reports & Analytics

Generate insights from your procurement data.

• Reports Overview - Built-in reports
• Spend Analytics - Analyze spending patterns
• Vendor Scorecards - Vendor performance reports
• Budget Reports - Budget utilization
• Audit Reports - Compliance and audit trails
• Custom Report Builder - Create your own reports

🤖 AI Features

AI-powered procurement assistance (Professional+ plans).

• AI Features - Natural language search, document classification, vendor suggestions, and anomaly detection

Quick Actions

Here are some common tasks you might perform:

Task	Navigation	Shortcut
Create PO	Purchase Orders → Create	Ctrl+N
View Pending Approvals	Approvals → Pending	Ctrl+A
Search Vendors	Vendors → Search	Ctrl+K
View Dashboard	Home	Ctrl+D

Role-Based Access

What you can see and do depends on your assigned role:

Feature	Employee	Dept Head	Finance	Procurement	Admin
Create POs	✅ Own	✅ Dept	❌	✅ All	✅ All
Approve POs	❌	✅ Dept	✅ Finance	✅ All	✅ All
View Budgets	❌	✅ Dept	✅ All	✅ View	✅ All
Manage Vendors	❌	❌	❌	✅ All	✅ All
System Settings	❌	❌	❌	❌	✅

Tutorials

New to Waqti? Start with our step-by-step tutorials:

• Complete Procurement Cycle - From PR to payment
• Admin Setup Guide - Configure your organization
• Vendor Onboarding - Prequalification to first PO

Need Help?

• In-App Help - Click the ? icon in the top right
• Tooltips - Hover over any field for quick help
• FAQ - Common questions about features and plans
• Troubleshooting - Solutions for common issues
• Support - Contact support@waqti.sa

Keyboard Shortcuts

Press ? anywhere in the app to see all available keyboard shortcuts.