Procurement & Purchases — User Guide

Recommended roles:

• Requester
• Creates purchase requests with justification and attachments.
• Approver
• Approves or rejects requests based on policy.
• Buyer / Procurement agent
• Converts approved requests into POs, sends to vendors, follows up.
• Receiver / Warehouse
• Confirms goods/services received (if integrated with inventory/warehouse).
• Finance
• Reviews vendor invoices, matches to PO/receiving, records payments.
• Procurement Admin
• Maintains vendor master data, categories, and settings.

Best practice:

• Separate “request” from “approval” and “payment” responsibilities.

### 1) Vendor master data

• Create vendors with:
• Legal name
• Contacts and emails
• Address and tax info (if applicable)
• Currency rules (if multi-currency)

### 2) Item/service catalog (optional but recommended)

• Define standard items/services to reduce free-text purchasing.
• Use consistent naming and units.

### 3) Approval policy
Define:

• Approval thresholds (by amount/category/department)
• Required attachments (quotes, contracts)
• SLA for approvals (e.g., 1–2 business days)

### 4) Numbering and document templates

• Ensure PO numbering and PDF template outputs are correct.
• Ensure purchase request naming conventions are consistent.

### 5) Receiving workflow (if used)

• Decide who confirms receiving and what evidence is required (delivery note, invoice copy).
• If Warehouse/Inventory is enabled, align receiving with stock movements.

### 6) Finance integration (if used)

• Decide whether vendor invoices and vendor payments are tracked in Xfatora or externally.
• If tracked in Xfatora, define:
• Matching policy (PO vs invoice vs receiving)
• Payment evidence rules

### Workflow 1: Purchase request → approval

1. Create a purchase request
2. Add:

• Items/services
• Quantity, expected date
• Business justification
• Attachments (quotes/specs)

1. Submit for approval
2. Approver reviews and approves/rejects

Tips:

• Require a justification field for non-standard purchases.
• Use categories to report spend later.

### Workflow 2: Approved request → purchase order

1. Open approved purchase request
2. Convert to PO (or create PO referencing the request)
3. Select vendor
4. Confirm:

• Pricing
• Delivery terms
• Taxes/discounts (if enabled)

1. Send PO to vendor
2. Track PO status (open/partially received/received where supported)

### Workflow 3: Receiving confirmation (if used)

1. When delivery arrives, confirm receiving
2. Record:

• Delivery note number
• Date received
• Quantity received (full/partial)

1. Attach delivery evidence
2. If warehouse/inventory is enabled:

• Ensure stock movement reflects receiving

### Workflow 4: Vendor invoice + vendor payment (if used)

1. Record vendor invoice referencing PO (and receiving if used)
2. Validate:

• Correct quantities and prices
• Correct tax values

1. Approve for payment (if your policy requires it)
2. Record vendor payment and attach bank/payment evidence

### Workflow 5: Procurement performance review
On a monthly cadence:

1. Review open POs and overdue deliveries
2. Review spend by vendor/category
3. Review price variance (if tracked)
4. Flag recurring issues and update vendor list/policies

Common procurement views:

• Open purchase requests awaiting approval
• Open purchase orders by vendor
• Overdue receiving / delivery delays
• Spend by vendor / category / department
• Vendor invoice aging (if tracked)
• Vendor payments history (if tracked)

Recommended cadence:

• Daily: approvals queue + overdue deliveries
• Weekly: open PO review + exceptions
• Monthly: spend review + vendor performance

### I can’t see procurement menus

• Confirm the module is enabled.
• Confirm the staff role has procurement permissions (view/create/edit).

### Can’t convert request to PO

• Ensure the request is approved.
• Ensure required fields (vendor, items) are valid.
• Check that currencies/taxes are configured if mandatory.

### Receiving doesn’t reflect stock

• Confirm Warehouse/Inventory module is enabled and integrated.
• Confirm receiving action posts the stock movement in your deployment flow.

### Finance says invoices don’t match POs

• Use a matching policy:
• Require PO reference on invoices
• Require receiving confirmation before invoice approval
• Train teams to avoid editing prices after PO is issued without recording a change reason.

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✅ Acceptance: structure matches your standard (Overview → Roles → Setup → Workflows → Reports → Troubleshooting).