What this enables
- Standard intake of purchase needs with clear ownership and traceability.
- Approval checkpoints for budgets, thresholds, and policy exceptions.
- Supplier records and purchase history to reduce repeated errors.
- Receiving visibility to prevent “paper POs” without delivery confirmation.
- Cleaner month-end because purchasing and finance reference the same source of truth.
Core workflow (request → order → receive → bill)
- Create a purchase request with items, quantities, required dates, and attachments.
- Route approvals based on department, category, and thresholds.
- Convert approved requests into purchase orders sent to suppliers.
- Confirm receiving and delivery notes to update operational status.
- Post supplier bills (where used) so finance sees spend impact early.
Governance and controls
- Separation of duties between requesters, approvers, and bill processing.
- Attachments and documentation policies for audit evidence.
- Visibility of pending approvals so work doesn’t stall in inboxes.
- Consistent naming and coding for suppliers, items, and categories.
KPIs to monitor
- Request-to-PO cycle time
- Supplier on-time delivery rate
- Spend by category / department
- Price variance by supplier and item
- Open POs and overdue receiving confirmations
Screenshots
FAQ
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