Purchase Process

A digitized and automated purchasing process providing complete visibility and control of purchase requisitions.

Workflow Steps

Step 1 - Create Purchase Requisition

An employee creates a purchase requisition for a needed good or service from a pre-approved catalog or by entering details.

Step 2 - Manager & Budget Approval

The requisition is automatically routed to the employee's manager for approval, and the system checks the cost against the department's available budget in real-time.

Step 3 - Automated PO Generation & Dispatch

Once fully approved, a Purchase Order (PO) is automatically generated from the requisition and sent to the selected vendor.

Step 4 - Goods Receipt & 3-Way Invoice Matching

When the goods are received, this is logged. When the invoice arrives, the system automatically matches it against the PO and the goods receipt (a 3-way match).

Step 5 - Automated Payment Scheduling

If the 3-way match is successful, the invoice is automatically approved and scheduled for payment by the finance team, maximizing early payment discounts.

The Purpose of Purchase Process

This workflow digitizes the entire procure-to-pay (P2P) cycle, from request to payment. It provides transparency into all company spending, helps to control costs by enforcing budget checks and approval rules, and reduces the administrative overhead for the procurement and finance teams. It creates a single source of truth for all purchases, eliminating maverick spending and streamlining the process for everyone involved.