Procure to pay

Step by step

1. Requisition Employee

   Employee submits product, service or expense scope with cost centre, quantity, date and estimated value. Production Planner uses the same route for planned purchases. Description-only services require no fictitious stocked product.

   • Request purchasing scope
   • Updates Requisitions, Requisition items, Planned orders

2. Approve requisition Employee or Buyer or Controller

   The assigned cost-centre manager acts through Employee authority, or an eligible Buyer or Controller reviews within scope and limit. The signer is independent of the requester and approves the frozen revision.

   • Authorize the request
   • Updates Requisitions, Approvals
   ApprovalA person approves before the work moves on.

3. Purchase order Buyer or Controller

   Buyer prepares the supplier order. Another eligible Buyer or Controller approves it, including within-limit orders. The creator cannot approve or receive their own PO. Changed quantity, price or currency requires renewed review before sending.

   • Authorize the supplier commitment
   • Updates Purchase orders, Purchase order items, Approvals
   ApprovalA person approves before the work moves on.

4. Receive goods Warehouse Operator

   Warehouse Operator records arrivals by order line and stock identity, independently of the PO buyer. Pending or rejected custody stays outside owned inventory. Drop-ship uses verified title-transfer/customer-delivery events, without fabricated warehouse receipts. Required quality review remains with Quality Inspector.

   • Record arrival or direct-delivery evidence
   • Updates Goods receipts, Receipt acceptances, Stock events

5. Accept service Employee

   An authorized Employee confirms the delivered non-stock portion with its completion evidence. The requester may confirm their own service delivery under this explicit exception, but cannot approve their own PO or bill. No warehouse stock is created.

   • Confirm delivered service scope
   • Updates Service acceptances, Purchase order items
   Approvalfor service confirmation

6. Inspect goods Quality Inspector

   Quality Inspector decides the presented quantities. Accepted owned stock posts inventory and GRNI. Returning never-accepted goods removes custody without reversing value that never posted; accepted returns retain original cost and financial reconciliation.

   • Decide quality and accepted stock
   • Updates Quality inspections, Receipt acceptances, Vendor returns
   Approvalwhen required

7. Match Finance Clerk

   Finance Clerk matches each bill portion cumulatively against the approved order and accepted goods or service. Eligible matches use the defined automatic path. Buyer resolves disputes through evidence or authorized amendment; a PO edit cannot silently approve variance.

   • Consume matching scope once
   • Updates Bills, Bill items, Bill match allocations

8. Approve bill Employee or Controller

   An assigned Employee manager or Controller approves non-order or variance scope within authority, independently of its preparer. Stock clears GRNI; services expense, capital assets and tax follow distinct mappings. Finance Clerk cannot approve the captured bill.

   • Recognize the approved payable
   • Updates Bills, Approvals, Fixed assets
   Approvalwhen required

9. Release payment Controller

   Controller releases the clerk-prepared obligations and bank instructions within authority, independently of the preparer and bill approvers. Delegates need the required role, limit and active scope. Release authorizes an instruction; it does not establish cash settlement.

   • Authorize reserved bank instructions
   • Updates Payment runs, Payment instructions, Approvals
   ApprovalA person approves before the work moves on.

10. Reconcile settlement Finance Clerk

    Finance Clerk records confirmed bank outcomes against the original instruction. Pending or uncertain outcomes retain reservations. Settlement uses its currency and carrying basis; reconciliation precedes retry so another payment is not created.

    • Record the confirmed financial outcome
    • Updates Payments made, Payment allocations, Integration events

Employee

Requests and confirms authorized services.

Buyer

Orders and resolves disputes.

Warehouse Operator

Receives goods.

Quality Inspector

Decides quality.

Finance Clerk

Matches and reconciles.

Controller

Approves escalation and payment release.