Fleet procurement in Malta, from order to shelf
Included with Yipii Mobility, the add-on that extends your IoT account. One subscription covers everything in the app, so no feature here is sold on its own. What Yipii Mobility includes
Ordering that ends on the shelf
Parts inventory tells you what you have. Purchase orders tell you what is coming, who it is coming from, and who agreed to pay for it.
Orders with a state
Draft, pending, confirmed, received, cancelled. Each order carries its vendor, its lines and the job it was raised for.
Approval above your limit
An admin writes the rules. Orders above the amount you set wait for a fleet manager or an admin before anyone can confirm them.
Receiving that moves stock
Book in 7 of 10 and the catalogue part goes up by 7. The movement lands in the usage history for that part, tagged with the PO number.
Vendor directory
Nine supplier types plus Other, payment terms from Due on Receipt to Net 60, and delivery performance once the orders build up.
An order moves through five states
A draft is fully editable and commits you to nothing. Submit it and it goes to pending, locked from edits while somebody reviews it. Confirmed means approved and sent to the supplier, with the delivery still to come. Received means the parts arrived and went into stock, in full or in part. Cancelled applies no stock changes at all. The header holds the vendor, one optional work order, a priority of Low, Normal, High or Urgent, and the date you are expecting the delivery.
- PO number generated for you, and editable if you run your own numbering
- Lines carry part, description, quantity, unit price, unit of measure and line total
- Totals update live, from subtotal plus tax plus shipping, less discount
- Export a printable PDF with your company details, the lines, totals and payment terms
Orders above your limit wait for a name
An admin writes the approval rules, and a rule can trigger on the amount, the vendor or the category. The Yipii docs illustrate the idea with orders over €1,000 going to a fleet manager and orders over €10,000 going to an admin. Treat those as examples, not as defaults we ship, because the amount that deserves a second pair of eyes in a four-van workshop is not the amount that deserves one in a fifty-vehicle depot. Anything under the limit goes straight through.
- Rules by amount, vendor or category, under Settings, Procurement, Approval Rules
- Admins and fleet managers approve. Office staff raise drafts and receive deliveries
- A mechanic can open an order and book in stock for the job in front of them
- A pending order is locked from edits for as long as it is under review
Seven of ten arrived, and the stock knows
Deliveries in this trade rarely land complete on the first attempt, so lines are received one at a time as the boxes come in. The order shows its progress as a count, 7 of 10, and the outstanding quantities stay on it. Where a line points at a catalogue part, receiving increases the stock for that part by the quantity you booked in and writes the movement into its usage history against the PO number. Free-text lines for one-off items never touch inventory.
- Receive line by line, with the remaining quantities left on the order
- Catalogue parts increment by the received quantity, no second entry needed
- Every movement traceable back to the PO number that caused it
- Close on full receipt, or by hand after a cutoff date the supplier has missed
A supplier directory built for fleet procurement in Malta
Each supplier gets one record: a type from nine plus Other, a classification of Preferred, Approved, Conditional or Unapproved that decides the order of the vendor picker, a status of Active, Inactive or Suspended that hides the ones you have stopped using, and payment terms from Due on Receipt through Net 15, 30, 45 and 60 to Prepaid. Once a supplier has three purchase orders behind them, Yipii reports on how they actually perform: average delivery time from confirmation to receipt, the share of orders that arrived on or before the date they promised, and how the unit price of the parts you buy most has moved. Those are the figures to reach for when two parts suppliers in Mrieħel quote the same filter and one of them is always a week late.
- Parts supplier, service shop, fuel station, car wash, tow service, insurance, inspection station, manufacturer, dealer, Other
- Preferred, Approved, Conditional or Unapproved, driving the order of every vendor picker
- Payment terms, VAT number and IBAN on the record, in euro
- Average delivery time, on-time rate and price movement, from three orders upwards
What purchase orders will not do
A confirmed order is locked
Confirming a PO closes it to edits, because an audit trail somebody can rewrite afterwards is not worth keeping. There is no in-place correction.
If the quantity was wrong or the price moved, you cancel the order and raise a new one, or you ask the supplier for a credit note when the parts land.
One work order per PO
The link to a job sits on the header and takes a single work order. An order cannot be split across two jobs.
Buy a box of filters covering six vehicles and you leave that field empty, so the spend sits with the parts in the catalogue rather than with one job.
Suppliers cannot log in
There is no vendor portal. Your supplier gets no account, cannot see the order in Yipii, and cannot confirm a delivery date inside it. Self-service for suppliers is on the roadmap and we are not putting a date on it.
You export the PO as a PDF and email it, which is the same send you do today with the totals already added up.
Frequently asked
An order starts as a draft, which is fully editable and commits you to nothing. Submitting it moves it to pending, where it is locked from edits while somebody reviews it. Once approved it becomes confirmed and goes out to the vendor. When the parts turn up you record what arrived, in full or in part, and the order moves to received. Cancelled is the fifth state and applies no stock changes at all. The header holds the vendor, an optional work order, a priority of Low, Normal, High or Urgent, and the delivery date you are expecting.
Yes. An admin writes the approval rules under Settings, Procurement, Approval Rules, and a rule can trigger on the amount, the vendor or the category. The Yipii docs illustrate this with orders over €1,000 needing fleet-manager sign-off and orders over €10,000 needing an admin, but those two figures are examples rather than numbers we ship. You pick the amounts that match what your workshop actually spends. An order caught by a rule sits in pending, locked from edits, until somebody approves it and confirms it.
Receiving a catalogue part increases its stock by the quantity you booked in, and the movement appears in the usage history for that part, tagged with the PO number, so you can trace where the stock came from. Lines are received independently, so a delivery of 7 of 10 leaves the remaining 3 outstanding on the order. The PO closes automatically once every line is fully received, or you close it by hand after a cutoff date if the vendor is never going to send the balance. Free-text lines that are not catalogue parts do not touch inventory.
Every supplier gets a record with a type from a list of nine plus Other: parts supplier, service shop, fuel station, car wash, tow service, insurance, inspection station, manufacturer and dealer. On top of that sits a classification of Preferred, Approved, Conditional or Unapproved, which is what orders the vendor picker when somebody raises a purchase order, and a status of Active, Inactive or Suspended, where the last two hide the supplier from new orders and work orders. Payment terms run from Due on Receipt through Net 15, 30, 45 and 60 to Prepaid. The same record doubles as the fuel station on a fuel log and the external garage on a work order.
No. There is no vendor portal in Yipii Mobility today, and supplier self-service is on the roadmap without a date attached. What you do instead is export the order as a printable PDF, which carries your company details, the line items, the totals and the payment terms, then email it the way you email one now. Nothing reaches the supplier automatically.
Also included in Yipii Mobility
None of this is bought separately. Taking Mobility gets you all of it, and procurement is worth most when the catalogue and the job list are sitting next to it.
Field by field, including what each status allows and which role can approve, it is written out in the purchase orders guide and the vendors guide in the Yipii Mobility docs.