Procure to pay

Step by step

1. Prepare purchase Purchasing Manager

   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.

   • Submitted purchase basis
   • Updates Requisitions, Requisition lines, Purchase orders, Purchase order lines, Suppliers

2. Approve order Purchasing Manager or Finance Manager

   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.

   • Approved current commitment
   • Updates Purchase orders, Purchase order lines, Approval decisions, Document revisions
   ApprovalA person approves before the work moves on.

3. Record arrival Warehouse Operator

   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.

   • Actual arrival and pending disposition
   • Updates Goods receipts, Goods receipt lines, Lots, Lot portions

4. Accept receipt Warehouse Operator

   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.

   • Bounded accepted stock and receipt accounting
   • Updates Receipt acceptances, Goods receipt lines, Stock events, Stock layers, Kitchen holds
   ApprovalA person approves before the work moves on.

5. Match the bill Accountant

   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.

   • Matched payable and reviewed differences
   • Updates Bills, Bill lines, Bill matches, Receipt acceptances, Journal entries

6. Approve payment Finance Manager

   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.

   • Authorized supplier payment scope
   • Updates Payment runs, Payments, Payment allocations, Approval decisions
   ApprovalA person approves before the work moves on.

7. Record settlement Accountant

   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.

   • Confirmed payment or explicit unresolved outcome
   • Updates Payments, Payment allocations, Bank statement lines, Integration events, Journal entries

8. Reconcile the order Purchasing Manager

   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.

   • Remaining supply and finance obligations reconciled
   • Updates Purchase orders, Purchase order lines, Return lines, Bill matches

Purchasing Manager

Prepares buying work and independently approves eligible commitments.

Warehouse Operator

Records arrivals and independently accepts eligible receipts.

Kitchen Manager

Approves required food fitness.

Accountant

Matches bills and reconciles settlement.

Finance Manager

Approves protected commitments, financial exceptions and payment instructions. Purchasing & suppliers connects delivery follow-up with supplier and commitment controls.