Purchase request to payment

Step by step

1. Prepare the request Production Planner or Buyer

   Production Planner or Buyer creates requisitions with product, quantity, estimated value, cost center and need date. Draft advances to Submitted for the agreed purchasing decision. The request explains the shortage or other permitted reason before a supplier commitment is made.

   • Buying need prepared
   • Updates Requisitions, Products

2. Approve the commitment Approver or Buyer

   Approver reviews the assigned request and purchase commitment through controlled actions. Buyer converts an Approved requisition to a purchase order, retaining the source purchase order link. Agree the assigned signer and decision limit before sending the commitment for review. The buyer and requester cannot make their own approval decision.

   • Independent commitment decision
   • Updates Approvals, Requisitions, Purchase orders, Purchase order lines
   ApprovalA person approves before the work moves on.

3. Record and inspect receipt Operator or Quality Inspector

   Operator records goods receipts against approved purchasing. Quality Inspector handles an active Incoming inspection requirement: Pending advances to waiting for incoming inspection, then Accepted or Rejected. Replayed receipt work must not repeat inventory, journal or inspection effects.

   • Material received and dispositioned
   • Updates Goods receipts, Quality inspections

4. Match the supplier invoice Accountant

   Accountant compares supplier invoices with the order and receipt. Match status becomes Matched or Exception; differences create matching exceptions showing the assigned investigator and expected versus invoiced value. A required exception decision is retained before the invoice advances to Approved.

   • Payable or exception evidence
   • Updates Supplier invoices, Match exceptions

5. Authorize the payment run Approver

   Accountant prepares payment runs and supplier payments from eligible invoices. An independent Approver authorizes the run from Proposed to Authorised through the agreed action, with the authorizing employee recorded. Preparation permission must not bypass this decision.

   • Payment authorization recorded
   • Updates Payment runs, Payments
   ApprovalA person approves before the work moves on.

6. Record confirmed payment Accountant

   Accountant records the actual Paid result and the bank reference on supplier payments after the agreed confirmation. Supplier invoices and the run reflect the eligible settled scope. Authorization alone does not establish that money left the bank.

   • Confirmed settlement recorded
   • Updates Payments, Supplier invoices, Journal entries

Production Planner

, Buyer, Operator, Quality Inspector, Accountant, Approver.