Purchase to payment

Step by step

1. Raise the requisition Purchasing Manager

   The Purchasing Manager records the materials needed, the warehouse and the needed-by date. An approved requisition is demand only and grants no spending authority.

   • Demand recorded
   • Updates Requisitions, Requisition lines

2. Approve purchase order Finance Manager

   The Purchasing Manager converts requisition lines into a purchase order with supplier, currency and buyer. The Finance Manager, who is not the buyer, approves it as a purchase approval decision before the order is sent. Later increases count against the approved basis.

   • Supplier commitment approved
   • Updates Purchase orders, Purchase order lines, Approvals
   ApprovalA person approves before the work moves on.

3. Receive and accept Warehouse Manager

   The Warehouse Operator records the arrival. The Warehouse Manager then accepts or rejects each portion of a receipt line as its own tranche, independent of the person who recorded the arrival, before it posts to stock.

   • Accepted stock and accrual posted
   • Updates Goods receipts, Goods receipt lines, Receipt acceptances
   ApprovalA person approves before the work moves on.

4. Match the bill Accountant

   The Accountant enters the supplier bill and matches its lines to accepted receipt quantity. Variances in functional currency are shown before the bill is approved.

   • Bill matched to accepted receipt
   • Updates Supplier invoices, Supplier invoice lines, Match exceptions

5. Release payment Finance Manager

   The Accountant prepares a payment run with the approved bills, and the Finance Manager approves its release. Each payment is settled, rejected or returned only on evidence from the bank.

   • Payment released and settled
   • Updates Payment runs, Payments, Payment allocations
   ApprovalA person approves before the work moves on.

Purchasing Manager

, Warehouse Operator, Warehouse Manager, Accountant, Finance Manager.