Procure to pay
Follow hotel purchasing through accepted delivery and supplier settlement.
8 stages · 3 approvals
Roles and responsibilities
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Step 1Prepare purchase
Purchase Order NumberPropertySupplierCurrent Total
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Step 2Approve order
Purchase Order NumberPropertySupplierCurrent Total
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Step 3Record arrival
Portion NumberLotStatusCurrent Stock QuantityHeld
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Step 4Accept receipt
Acceptance NumberReceipt LinePortionDispositionAccept
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Step 5Match the bill
Acceptance NumberReceipt LinePortionDispositionAccept
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Step 8Reconcile the order
Purchase Order NumberPropertySupplierCurrent Total
Process steps
Follow the process from start to finish. Select a step to see who acts and what changes.
Prepare purchase
Purchasing Manager prepares the requirement and supplier order with the correct product, unit, property and terms. Current supplier status and approved conversions establish the buying basis. Beneficiary and financial setup changes retain their separate independent review.
Approval required
Approve order
Another actual Purchasing Manager approves within finite reviewed authority; Finance Manager approves the required higher-value or financial route. Neither approves their own preparation. Amendments consider proposed total and cumulative positive increases while preserving fulfilled obligations and remaining commitments.
Record arrival
Warehouse Operator independently records actual delivered quantity and condition. Food lots and dates are captured where applicable. Immutable arrival history distinguishes pending, accepted and rejected goods. A blocked-supplier arrival remains actual held custody awaiting its specified resolution.
Approval required
Accept receipt
Warehouse Operator, independent of the buyer and commercial approver, confirms an exact remaining receipt tranche after physical and reviewed cost prerequisites. The receiving recorder may confirm their own factual evidence under that independence rule. The tranche posts owned inventory and its goods-received effect once. Required Kitchen Manager food release remains separate; an accepted receipt may still be held and unavailable for use.
Match the bill
Accountant matches accepted, unreturned and unmatched receipt scope. Commercial price, quantity, tax and carrying value retain their own basis. Required exceptions receive Finance Manager approval before posting the payable and clearing the corresponding goods-received balance.
Approval required
Approve payment
Finance Manager independently approves the exact remaining obligation, beneficiary, currency and instruction. Eligible prepayment and credit sources retain bounded claims. A submitted payment request is not actual bank settlement and cannot release its own funding a second time.
Record settlement
Accountant reconciles authoritative bank evidence with the approved instruction. Actual cash and payable carrying are relieved once, with exchange differences separately explained. Uncertain outcomes retain claims until resolved; authoritative rejection follows its recorded release path without inventing a cash reversal.
Reconcile the order
Purchasing Manager follows outstanding delivery and return obligations with Accountant. Closing work reconciles accepted, returned and open quantities, bills, credits and goods-received balances. Supplier returns remove current carrying from exact receipt descendants; their commercial settlement remains a separate financial decision.
Approvals and exception handling
3 approvals required in this process
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Approve order
Purchasing Manager or Finance Manager signs · record arrival waits
PurchaseOrders, PurchaseOrderLines, ApprovalDecisions, DocumentRevisions -
Accept receipt
Warehouse Operator signs · match the bill waits
ReceiptAcceptances, GoodsReceiptLines, StockEvents, StockLayers, KitchenHolds -
Approve payment
Finance Manager signs · record settlement waits
PaymentRuns, Payments, PaymentAllocations, ApprovalDecisions - Later receipt acceptance cannot exceed the actual arrival's remaining quantity.
- Food release changes eligibility without creating another receipt or value.
- Material changes to approved instructions require renewed review.
- Consumed or moved receipt descendants require a traced correction, not reversal at a depleted original location.
When the process needs attention
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reject
Record arrival
Immutable arrival history distinguishes pending, accepted and rejected goods.
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exception
Match the bill
Required exceptions receive Finance Manager approval before posting the payable and clearing the corresponding goods-received balance.
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reject
Record settlement
Uncertain outcomes retain claims until resolved; authoritative rejection follows its recorded release path without inventing a cash reversal.
Records and postings
| Stage | Records | Effect |
|---|---|---|
| 1 Prepare purchase | RequisitionsRequisitionLinesPurchaseOrdersPurchaseOrderLinesSuppliers | Submitted purchase basis |
| 2 Approve order | PurchaseOrdersPurchaseOrderLinesApprovalDecisionsDocumentRevisions | Approved current commitment |
| 3 Record arrival | GoodsReceiptsGoodsReceiptLinesLotsLotPortions | Actual arrival and pending disposition |
| 4 Accept receipt | ReceiptAcceptancesGoodsReceiptLinesStockEventsStockLayersKitchenHolds | Bounded accepted stock and receipt accounting |
| 5 Match the bill | BillsBillLinesBillMatchesReceiptAcceptancesJournalEntries | Matched payable and reviewed differences |
| 6 Approve payment | PaymentRunsPaymentsPaymentAllocationsApprovalDecisions | Authorized supplier payment scope |
| 7 Record settlement | PaymentsPaymentAllocationsBankStatementLinesIntegrationEventsJournalEntries | Confirmed payment or explicit unresolved outcome |
| 8 Reconcile the order | PurchaseOrdersPurchaseOrderLinesReturnLinesBillMatches | Remaining supply and finance obligations reconciled |
Process reports
All reportsPurchasing and Receipt Position
Reconcile each approved PurchaseOrders/PurchaseOrderLines revision and its remaining commitment with actual GoodsReceipts/GoodsReceiptLines, independently confirmed ReceiptAcceptances, BillMatches and source-linked supplier returns/credits; show arrived, pending, accepted, rejected, returned and unmatched scope at the relevant property/company cutoff without treating an entire line as accepted from a partial tranche, relate standard stock/receipt variance and GRNI to their own original effect, retain document and functional values separately and prevent multiple match/detail joins from multiplying quantities or payable balances.
Housekeeping Work
Group HousekeepingTasks under the applicable HousekeepingPlans by property, actual assignee and service/turnover date, retaining planned and actual times, access/service preferences, work evidence, inspection outcome and the reason for deferred, declined, incomplete or reopened work; distinguish occupied-room service from a departure turnover and source-driven task generation from real completion, count each current task once while preserving earlier revisions, and do not derive paid time, room availability or supply consumption from task status.
Kitchen Production and Cost
Reconcile each WorkOrders recipe/version, released material requirement, actual ProductionEntries and terminal ProductionCompletions with WorkOrderCostEntries, BatchMaterialAllocations and BatchReconciliations at one company/property/cost cutoff; keep each ingredient's issue/use/loss/unused return and packaging in its own compatible base unit, actual accepted time sources distinct and normal included loss cost in its single terminal allocation; separate current issued WIP, physical unfinished work, valued held output and eligible completed output, show frozen standard versus attributable actual relief with the signed approved variance and residual close scope once, and never add intermediate throughput or quality release as another finished quantity/value.
Property Stock and Supply
Reconcile current InventoryPositions/StockLayers and exact InventoryReservations by company, property department, warehouse/location, product/base unit and current Lots/LotPortions/Serials with StockTransfers and DepartmentUses/DepartmentUseLines; show owned stock, transit, issued WIP, current restrictions, reserved quantities, actual department consumption and unused return sources separately, retain original lot/date/hold lineage through physical splits and current carrying through movement, count disjoint current leaf populations once without aggregate parents or summed overlapping holds, and keep transfer/request/booking/charge activity from becoming a second consumption or purchase.
Run by an agent
Agent support
An assistant cannot supply an independent human approval or invent an external result. A requested booking is confirmed only from authoritative PMS evidence. Room readiness requires the actual work and selected inspection, and monetary or stock effects require their own approved sources.
# Example after configuration
$ curl -fsSL https://www.erp.ai/skill.md | paste into your agent
› procure to pay · prepare purchase on Requisitions, RequisitionLines, PurchaseOrders, PurchaseOrderLines, Suppliers
✓ Purchasing Manager prepares the requirement and supplier order with the correct product, unit, property and terms.
› procure to pay · approve order on PurchaseOrders, PurchaseOrderLines, ApprovalDecisions, DocumentRevisions
⏸ approval · waiting for the purchasing manager or finance manager
# 6 more stages after approval: record arrival, accept receipt, match the bill, approve payment, record settlement, reconcile the order
Other processes
5 moreBooking to arrival
Prepare arrivals and follow booking changes through confirmed PMS outcomes.
7 stages · 1 approval
Room turnover
Move from actual departure through inspected readiness and confirmed PMS updates.
7 stages · 2 approvals
Kitchen to service
Follow kitchen preparation through accepted output and actual food service.
9 stages · 6 approvals
Order to cash
Connect approved local goods orders with delivery, billing and collected cash.
5 stages · 2 approvals
PMS to books
Reconcile PMS activity and actual tender settlement with each company’s books.
8 stages · 2 approvals