Procurement

Executive Summary

Procurement is the source-to-pay engine of Operations. It takes your organisation from an internal need to buy something, through approval and supplier selection, to a formal purchase order, physical goods receipt, supplier invoice validation, and payment — with full traceability at every step.

Unlike bolt-on purchasing tools that only handle orders, Operations Procurement is woven into Inventory and Accounting. When goods are received, stock levels and product costs update immediately. When supplier invoices are recorded, the system runs 3-way matching against the purchase order and goods receipt note (GRN) before payment is released. Purchase orders live alongside your financial documents in Accounting, while requisitions, RFQs, invoices, and payments are managed in a dedicated Procurement workspace.

The Procurement Command Center dashboard maps the entire lifecycle — from requisition to payment — with actionable KPIs, spend analytics, accounts-payable aging, and one-click shortcuts to the next task in the pipeline.

Whether you run a single-site retailer, a multi-branch distributor, a hospital supply chain, or a centralised corporate procurement office, this module gives finance and operations teams shared visibility and control over what is being bought, from whom, at what price, and whether it has been received and paid for correctly.

Who This Is For

Key Capabilities

• Procurement Command Center with lifecycle workflow map and actionable KPIs
• Purchase requisitions (PR) with draft, approval, and conversion workflow
• Multi-step approval queue with configurable amount thresholds
• Request for quotation (RFQ) with multi-supplier invites and side-by-side quote comparison
• Purchase order creation from approved requisitions, RFQ awards, or direct entry
• Goods receipt (GRN) integrated with stock posting, batch tracking, and optional PO link
• Supplier invoices with automatic 3-way match (PO + GRN + invoice)
• Variance tolerance for near-matches within configurable percentage
• Fiscal receipt verification gate for regulated environments
• Supplier payment recording against approved invoices
• Organisation-wide procurement settings — auto-approve limits, RFQ rules, prefixes
• Spend by supplier charts, requisition pipeline breakdown, and AP aging buckets
• Full integration with supplier master data, currencies, payment methods, and banks

Important Concepts

Table of Contents

1. Getting Started
2. Procurement Command Center
3. Purchase Requisitions
4. Approvals
5. Request for Quotation (RFQ)
6. Purchase Orders
7. Goods Receipt (GRN)
8. Supplier Invoices and 3-Way Match
9. Supplier Payments
10. Procurement Settings
11. End-to-End Workflow
12. Roles and Permissions
13. How Procurement Connects to Other Modules
14. Setup Guide for New Organisations
15. Daily and Monthly Routines
16. Troubleshooting Common Situations

Getting Started

1. Open Procurement in the sidebar.
2. Land on the Command Center dashboard for a lifecycle overview.
3. Complete Procurement Settings before going live.
4. Ensure suppliers, products, and locations exist in Stock (see Inventory & Stock).

![Screenshot: Procurement sidebar — placeholder]

Prerequisites

Before your first procurement cycle, confirm:

Procurement Command Center

Open Procurement → Dashboard (/procurement/dashboard).

The Command Center is designed so that every next action in the procurement lifecycle is one click away.

Lifecycle workflow map

Six stages are displayed as connected cards:

Each card links to the primary screen for that stage (new requisition, approval queue, RFQ list, PO list, receive stock, supplier invoices).

Action KPIs

Clickable cards surface work waiting to be done:

Summary metrics and charts

• Open requisitions and open POs — pipeline volume
• Pending approvals — items in the approval queue
• Total AP outstanding — unpaid supplier liability
• Requisition pipeline — donut chart (draft, pending, approved, rejected, converted, cancelled)
• Spend by supplier — top suppliers by invoice value
• AP aging — current, 1–30, 31–60, 61+ days outstanding
• Recent requisitions, recent POs, and pending GRNs — quick-access tables

Date range filter

Filter dashboard figures by custom date range or presets: 7 days, 30 days, This month, or Quarter.

Quick actions

From the dashboard banner:

• New Requisition
• New PO (direct) — skip requisition when you already know what to order
• Receive Stock
• Refresh

![Screenshot: Procurement Command Center — placeholder]

Purchase Requisitions

Go to Procurement → Requisitions (/procurement/requisitions).

Purchase requisitions are how departments formally request purchases before money is committed to a supplier.

Requisition list

Filter by status:

Creating a requisition

Go to Procurement → Requisitions → Create (/procurement/requisitions/create).

1. Select Supplier (required before converting to PO).
2. Set Priority — low, normal, high, or urgent.
3. Enter Required by date.
4. Add Cost centre and Justification — why this purchase is needed.
5. Add Line items — search products, enter quantity and estimated unit cost.
6. Choose an action:
   • Save as Draft — continue editing later.
   • Submit for Approval — sends to approvers (or auto-approves if below threshold).

Requisition numbers are assigned automatically (format PR-0000001).

![Screenshot: Create purchase requisition — placeholder]

After approval

On an approved requisition you can:

Converting to PO navigates to the purchase order view in Accounting with lines pre-filled from the requisition.

Viewing and editing

Open any requisition to view status, approval history, line items, and available workflow actions. Only draft requisitions can be edited or deleted.

Approvals

Go to Procurement → Approvals (/procurement/approvals).

The approval queue shows documents awaiting a decision — primarily purchase requisitions, and (where configured) supplier invoices and payments.

Approving or rejecting

For each pending item:

1. Review document details, amount, and requester justification.
2. Click Approve to advance the workflow, or Reject and enter a reason.

Requisitions can also be approved directly from the requisition detail screen when status is Pending Approval.

Auto-approval

If Auto Approve Below is set in Procurement Settings, requisitions at or below that total amount are approved immediately on submit — no queue entry required. Leave the setting empty to always require manual approval.

Multi-step approval rules

Organisations can define approval rules by document type and amount band, assigning specific users or roles to each step. Rules are managed through the platform's approval configuration (contact your administrator for setup).

![Screenshot: Approval queue — placeholder]

Request for Quotation (RFQ)

Go to Procurement → RFQs (/procurement/rfqs).

RFQs support competitive sourcing — inviting multiple suppliers to quote on the same requirement before you commit to one.

When to use an RFQ

• Spend is above your internal RFQ threshold
• No sole-source supplier exists
• You want documented price comparison for audit purposes
• Procurement policy requires multiple quotes

Creating an RFQ

1. Click New RFQ, or convert an approved requisition (pre-fills lines).
2. Enter Title, Closing date, and description.
3. Add Line items — products, quantities, and descriptions.
4. Invite Suppliers — select two or more vendors to receive the request.
5. Save as Draft.

Sending and comparing quotes

1. Open the RFQ and click Send to Suppliers — status becomes Sent.
2. Open the RFQ comparison view (/procurement/rfqs/view/:id).
3. Review the comparison matrix — each supplier column shows quoted unit prices per line; lowest prices are highlighted.
4. Click Award on the winning supplier column — this creates a purchase order using their quoted prices.

RFQ numbers follow the format RFQ-0000001.

RFQ statuses

![Screenshot: RFQ comparison matrix — placeholder]

Purchase Orders

Purchase orders are managed under Accounting → Purchase Orders (/accounting/purchase-orders), but they are a core step in the procurement lifecycle.

A PO is the commercial commitment to a supplier — what you agreed to buy, at what price, and when you expect delivery.

Creating a PO

Three paths:

1. Select Supplier.
2. Add Line items — products, quantities, unit prices.
3. Set Expected delivery date and payment terms where applicable.
4. Save as Draft.

PO numbers are assigned automatically (format PO-0000001).

PO workflow

From the PO view you can download PDF, send, accept, or reject.

![Screenshot: Purchase order view — placeholder]

Goods Receipt (GRN)

Physical receiving happens in Stock → Receive Stock (/stock/orders/receive).

A goods receipt note (GRN) records that goods have actually arrived at a warehouse or store — and posts them into inventory.

Receiving stock

1. Open Stock → Orders → Receive Stock.
2. Select Supplier — optionally link a Purchase Order for the same supplier.
3. Select Location where goods will be stored.
4. Enter Date received and optional Invoice / delivery note number.
5. Add Line items — products, quantities received, and cost prices.
6. For batch-tracked items, enter batch number, manufacture date, and expiry.
7. Optional: enable Auto-calculate selling prices using markup rules — creates price change requests on save.
8. Click Receive Stock — inventory updates immediately; a stock receipt PDF can be downloaded.

What happens on receipt

When goods are received, Operations:

• Increases stock quantity at the selected location
• Updates product last purchase cost and weighted average cost
• Optionally raises price change requests for manager approval
• Posts a stock received journal entry to Accounting
• Creates an auditable stock receipt record linkable to supplier invoices

Linking to purchase orders

When receiving against a PO, select the purchase order in the supplier card. This links the GRN to the procurement chain for 3-way matching later.

View all receipts at Stock → Orders (/stock/orders).

![Screenshot: Receive stock screen — placeholder]

Supplier Invoices and 3-Way Match

Go to Procurement → Supplier Invoices (/procurement/supplier-invoices).

Supplier invoices are your accounts payable records — what the supplier is billing you for, tied back to what you ordered and received.

Invoice list

Filter by status:

Filter also by match status: matched, variance, or unmatched.

Creating a supplier invoice

Go to Procurement → Supplier Invoices → Create.

1. Enter Invoice number from the supplier's document.
2. Select Supplier.
3. Link Purchase Order and Goods Receipt (GRN) — both should reference the same supplier.
4. Set Invoice date, Due date, and Currency (with exchange rate if foreign currency).
5. Add Line items — products, quantities, unit prices; total should match the supplier's bill.
6. Save.

On save, the system automatically runs 3-way matching.

3-way match explained

3-way matching answers: "Does this invoice match what we ordered and what we received?"

Purchase Order total  ──┐
                        ├── Compare to invoice total
GRN total (qty × cost) ─┘

A coloured banner on the invoice screen shows the current match status. Each match run is logged for audit.

Fiscal verification

Where Require Fiscal Verification is enabled in settings, invoices must have a fiscal receipt number verified before they can be approved — supporting compliance with fiscal device requirements in regulated markets.

Approving invoices

Once matched (or reviewed), set invoice Status to Approved to release it for payment. Disputed invoices can be flagged while you resolve differences with the supplier.

![Screenshot: Supplier invoice with 3-way match banner — placeholder]

Supplier Payments

Go to Procurement → Payments (/procurement/payments).

Payments close the procurement loop — recording money sent to the supplier against an approved invoice.

Creating a payment

Go to Procurement → Payments → Create.

1. Select the Supplier invoice (must be approved).
2. Confirm Supplier (pre-filled from invoice).
3. Enter Payment date and Amount.
4. Select Currency, Payment method, and Bank.
5. Enter Reference — cheque number, transfer reference, etc.
6. Save.

Payment numbers are assigned automatically (format PAY-0000001).

When the payment is processed, the linked invoice moves toward Paid status.

![Screenshot: Create supplier payment — placeholder]

Procurement Settings

Go to Procurement → Settings (/procurement/settings).

Configure organisation-wide procurement behaviour before users begin submitting requisitions.

Save settings once configured. Review periodically as your procurement policy evolves.

![Screenshot: Procurement settings — placeholder]

End-to-End Workflow

Standard path (with requisition and approval)

Requester creates PR
        ↓
Submit for Approval
        ↓
Approver approves
        ↓
Convert to PO  (or RFQ → Award → PO)
        ↓
Send PO → Supplier accepts
        ↓
Warehouse receives goods (GRN)
        ↓
AP clerk records supplier invoice (links PO + GRN)
        ↓
3-way match runs automatically
        ↓
Finance approves invoice
        ↓
Payment recorded → Invoice paid

Competitive sourcing path (with RFQ)

Approved PR → Convert to RFQ
        ↓
Add suppliers → Send RFQ
        ↓
Compare quotes → Award winning supplier
        ↓
PO created automatically
        ↓
(continue: Receive → Invoice → Match → Pay)

Express path (known supplier, no requisition)

Direct PO (Accounting) → Send → Accept
        ↓
Receive Stock → Supplier Invoice → Payment

Use this for repeat orders, emergency purchases, or organisations that do not require requisitions below a certain value.

Status reference

Roles and Permissions

Procurement uses role-based permissions. Typical permission groups:

Cross-module permissions needed for the full workflow:

Suggested role split

Your administrator assigns permissions per user in Organisation → Users & Roles.

How Procurement Connects to Other Modules

                    ┌─────────────────────────────────┐
                    │         PROCUREMENT             │
                    │  PR - RFQ - Invoices - Payments │
                    │  Approvals - 3-Way Match        │
                    └──────────────┬──────────────────┘
                                   │
         ┌─────────────────────────┼─────────────────────────┐
         │                         │                         │
         ▼                         ▼                         ▼
┌─────────────────┐    ┌─────────────────┐    ┌─────────────────┐
│  INVENTORY/STOCK │    │   ACCOUNTING    │    │  ORGANISATION   │
│  Suppliers       │    │  Purchase Orders│    │  Users - Roles  │
│  Receive - GRN   │    │  Currencies     │    │  Permissions    │
│  Products - Cost │    │  Banks - Journals│   │                 │
└─────────────────┘    └─────────────────┘    └─────────────────┘

Setup Guide for New Organisations

Follow this sequence before your first live procurement cycle:

Phase 1 — Master data

1. Suppliers — add your vendor directory in Stock.
2. Products — catalogue items you buy regularly.
3. Locations — every warehouse and store that receives goods.
4. Currencies, payment methods, and banks — in Accounting.

Phase 2 — Procurement configuration

5. Open Procurement → Settings.
6. Set Variance Tolerance % (start with 5%).
7. Set Auto Approve Below if low-value PRs should skip approval (or leave empty).
8. Configure RFQ rules and payment terms to match your policy.
9. Enable Fiscal Verification if required in your jurisdiction.

Phase 3 — Permissions

10. Assign procurement permissions to requesters, approvers, warehouse staff, and finance users.

Phase 4 — Pilot cycle

11. Run a test requisition end-to-end with a small value (see sample below).
12. Verify stock increased on receipt.
13. Confirm 3-way match shows matched on the test invoice.
14. Record a test payment and confirm invoice status updates.

Sample pilot test

Use the same numbers on the PO, GRN, and supplier invoice so matching succeeds on the first attempt.

![Screenshot: Procurement setup checklist — placeholder]

Daily and Monthly Routines

Daily

• Check Command Center KPIs for pending approvals and invoices to match.
• Approve requisitions submitted by departments.
• Receive stock against deliveries arriving today.
• Record supplier invoices as paperwork arrives; review match banners.

Weekly

• Follow up overdue POs past expected delivery.
• Review invoices with variance — resolve with suppliers before payment run.
• Check GRNs without linked invoices — ensure AP is not missing bills.

Monthly

• Review spend by supplier chart on the dashboard.
• Analyse AP aging — prioritise overdue payables.
• Reconcile procurement spend against Accounting accounts payable.
• Review requisition pipeline — are requests stalling at approval?
• Update procurement settings if policy thresholds change.

Troubleshooting Common Situations

![Screenshot: Procurement help — placeholder]

Related Documentation

• Inventory & Stock — suppliers, receiving, products, locations, costing
• Accounting & Sales — purchase orders, currencies, banks, journal entries
• Organisation — users, roles, and permissions
• Dashboard — platform-wide executive dashboards