Who takes this stepBuyer
01. Agree supply terms
Compare terms and lead time; retain the selected price.
The next decision
Submit the proposed purchase for approval.
Ecosystem · Procurement
Compare the offer. Approve the order. Pay against three records.
The procurement manager starts from demand and active offers; approver, Supplier, receiving team and finance each act at a separate gate.
Follow the operation
How the business operates.
Who takes this stepBudget approver
02. Approve the commitment
Approve the supplier, receiving warehouse, currency and ordered quantity.
The next decision
The buyer sends the approved order to the supplier.
Who takes this stepSupplier · inbound coordinator
03. Preserve the order reference
Preserve the order number for receiving and matching.
The next decision
Send product and order references to receiving.
Who takes this stepWarehouse receiver
04. Record physical receipt
Link the actual receiving record to the order; counters alone are insufficient.
The next decision
Notify the buyer; retain receipt evidence for finance.
Who takes this stepAccounts payable
05. Register the invoice
Link invoice lines without rewriting the supplier’s quantity.
The next decision
Request matching before financial approval.
Who takes this stepMatching service · buyer
06. Expose the discrepancy
Retain the quantity and value discrepancy in the first result.
The next decision
The buyer pursues the shortage; finance retains the exception.
Who takes this stepReceiver · accounts payable
07. Match after the second delivery
Record any additional receipt and match again without deleting the first result.
The next decision
Finance reviews the match before separate payable approval.
What to include in your cost model
- Purchase value
- Agreed unit price p, in the invoice currency.
- Receipt evidence
- Compare received quantities valued at the agreed unit price with the invoiced quantities.
- Other costs
- Review agreed freight and handling separately.
What makes the first operation ready
Order linkage
Receipt carries the purchase-order number.
Resolve the quantity difference
Record outstanding quantities when they arrive, then reconcile receipt and invoice.
Audit trail
Retain both results and separate financial approval.
The technology behind the workflow
The technology behind the workflow
Procurement, purchase orders, advance shipping notices, receiving and finance provide the three records needed for matching. This is a buyer workflow, separate from the Supplier sales portal.
At your fingertips
Receiving teams record physical quantities with the configured warehouse tools; purchasing and finance review their own authorised records.
ApplicationsPrepare your first operation
- Buyer approval responsibilities
- Supply categories and receiving site
- Invoice and discrepancy ownership
Buy decision
Comparison starts with terms that can actually be ordered
- SKU and category
- SELL price visible to the buyer
- Minimum order quantity
- Stated lead time
- Validity window
Cost and margin columns render only for backend-authorised roles. The client comparison never reconstructs those values.
Separation of duties
A draft does not commit the Supplier
- Prepare
Choose the Supplier, lines, quantities, currency and expected date in the correct client scope.
- Submit and approve
The order enters an approval queue; roles and lifecycle transitions determine who may commit it.
- Issue
After approval, the Supplier receives the order in its own workspace to acknowledge or reject.
ASN then receipt
What was announced is not yet what was received
Supplier · ASN
The Supplier notifies the shipment and quantities against purchase-order lines.
Warehouse · Receipt
Receiving records line quantities, including partial receipts and discrepancies.
Purchase order · State
Ordered, announced and received quantities remain visible without overwriting their source.
Finance control
Three-way match compares three records, line by line
1 · Purchase order
2 · Receipt
3 · Supplier invoice
The engine compares ordered, received and invoiced quantities plus unit prices. A variance becomes a discrepancy to resolve; it is not silently turned into an approved invoice.
Boundaries
Procurement is neither the Supplier workspace nor consumables stock
- Procurement team
Compares, creates and approves the purchase order in client scope.
- Supplier
Answers the order and announces shipment in a separate workspace.
- Finance
Registers the invoice and handles the match result.
Map your procurement flow
Describe your suppliers, approval levels, receipts and invoices. Account qualification comes first; this page publishes no fixed software price.