Procure to pay
Connect provider purchasing with accepted supply and actual supplier settlement.
8 stages · 3 approvals
Roles and responsibilities
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Step 1Prepare purchase
Purchase Order NumberSupplierFacilityCurrent Total
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Step 2Approve the commitment
Purchase Order NumberSupplierFacilityCurrent Total
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Step 3Record arrival
Portion NumberLotStatusCurrent Stock QuantityHeld
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Step 4Accept the tranche
Acceptance NumberReceipt LinePortionDispositionAccept
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Step 5Match the bill
Acceptance NumberReceipt LinePortionDispositionAccept
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Step 8Reconcile remaining work
Purchase Order NumberSupplierFacilityCurrent 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 order with correct company, facility, supplier, product and buying unit. Current terms, fixed conversions and required condition evidence establish the proposed basis. Beneficiary changes retain their separate independent financial approval.
Approval required
Approve the commitment
Another actual Purchasing Manager approves within finite current authority; Finance Manager approves the required higher-value or protected financial route. Review covers the proposed total and cumulative positive amendments, preserving fulfilled obligations and preventing offsetting reductions from hiding increased scope.
Record arrival
Warehouse Operator records actual quantity, custody and condition independently of purchasing. Required lot, serial or date evidence follows the product's policy. Blocked or unmapped supplier arrivals remain pending or held facts rather than disappearing from the receiving record.
Approval required
Accept the tranche
Warehouse Operator confirms the exact remaining portion when independent of the buyer and commercial approver. The factual receiving recorder may confirm under that rule. Acceptance establishes owned stock and original receipt accounting; protected cost and Quality Reviewer eligibility decisions remain separate.
Match the bill
Accountant matches accepted, unreturned and unmatched source, sharing claims with other bills and returns. The bill clears its original goods-received carrying and recognizes the payable with reviewed price, tax and currency differences. Finance Manager approves required exceptions before posting.
Approval required
Approve payment
Finance Manager independently approves the exact obligation, beneficiary, currency and instruction. Eligible prepayment or credit allocations keep their own bounded source. A submitted request does not establish actual bank settlement or free an uncertain claim for another payment.
Record settlement
Accountant reconciles actual bank or cash evidence to the approved instruction. Current cash and payable carrying are relieved once, with incremental exchange differences and prior-FX reclassification separately explained. Authoritative rejection and actual returned money follow their distinct source paths.
Reconcile remaining work
Purchasing Manager follows open delivery and return quantities with Accountant. Ordinary supplier returns follow their approved title terms and current receipt-descendant carrying. Paired intercompany returns remain buyer-owned in transit until seller acceptance. Closing the commitment reconciles accepted, returned and outstanding supply, bills, credits and goods-received balances without replaying earlier effects.
Approvals and exception handling
3 approvals required in this process
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Approve the commitment
Purchasing Manager or Finance Manager signs · record arrival waits
PurchaseOrders, PurchaseOrderLines, ApprovalDecisions, DocumentRevisions -
Accept the tranche
Warehouse Operator signs · match the bill waits
ReceiptAcceptances, StockEvents, StockLayers, SupplyHolds -
Approve payment
Finance Manager signs · record settlement waits
PaymentRuns, Payments, PaymentAllocations, ApprovalDecisions - Later acceptance cannot exceed the original arrival's remaining quantity.
- Valued held goods remain restricted until their required independent eligibility decisions are current.
- Physical returnCommercial credit and cash settlement have separate source effects.
- A paired intercompany purchase also requires the selected destination-title and peer-recovery controls.
When the process needs attention
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exception
Record arrival
Blocked or unmapped supplier arrivals remain pending or held facts rather than disappearing from the receiving record.
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exception
Match the bill
Finance Manager approves required exceptions before posting.
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reject
Record settlement
Authoritative rejection and actual returned money follow their distinct source paths.
Records and postings
| Stage | Records | Effect |
|---|---|---|
| 1 Prepare purchase | RequisitionsRequisitionLinesPurchaseOrdersPurchaseOrderLinesSuppliers | Proposed supplier commitment |
| 2 Approve the commitment | PurchaseOrdersPurchaseOrderLinesApprovalDecisionsDocumentRevisions | Approved current purchase scope |
| 3 Record arrival | GoodsReceiptsGoodsReceiptLinesLotsLotPortions | Actual arrival and pending condition |
| 4 Accept the tranche | ReceiptAcceptancesStockEventsStockLayersSupplyHolds | Exact accepted quantity and receipt value |
| 5 Match the bill | BillsBillLinesBillMatchesReceiptAcceptancesJournalEntries | Matched payable and reviewed differences |
| 6 Approve payment | PaymentRunsPaymentsPaymentAllocationsApprovalDecisions | Independent payment authorization |
| 7 Record settlement | PaymentsPaymentAllocationsBankStatementLinesIntegrationEventsJournalEntries | Actual settlement or retained uncertainty |
| 8 Reconcile remaining work | PurchaseOrdersPurchaseOrderLinesReturnLinesBillMatches | Outstanding supply and finance reconciled |
Process reports
All reportsPurchasing and Receipt Position
Compare independently approved PurchaseOrderLines with actual arrivals, accepted/rejected/pending ReceiptAcceptances, supplier returns and bounded BillMatches. Cumulative amendments preserve performed and matched history. Commercial quantity/net/tax and receipt standard/current carrying retain distinct sources; a bill is not another receipt. For intercompany purchases, classify the same buyer-local sources by their paired identity and destination-acceptance title, rather than adding another purchase population. Actual held-but-owned acceptance differs from refusal before acquisition. Outstanding counterpart and matching differences retain company, product unit, transaction currency and cutoff.
Intercompany Order Reconciliation
Compare IntercompanyOrders and exact IntercompanyOrderLines across independently approved seller/buyer revisions, titles, current ownership and IntercompanyDocumentAllocations. Use each shared physical/economic source once, retaining forward versus reciprocal return direction and actual custody/acceptance timestamps. Common transaction quantity/net agreements can reconcile while seller issue carrying, buyer standard/variance, tax basis and functional currencies differ. Separate each company's local committed, pending, rejected and uncertain result; missing peer evidence is not an assumed failure or success. A partially posted pair cannot make physically transferred quantity available again. Corrections retain their own delta identities and original successful results. This comparative report is not a consolidated ledger.
Intercompany Settlement Position
Follow IntercompanySettlements and IntercompanySettlementAllocations against the buyer's actual local Payments/allocations and seller's actual CashReceipts/applications. Retain the original document debt and each bank event's date, source identity, currency/current carrying, fees and required approval. Outgoing instruction, actual debit, incoming receipt and debt application remain distinct states. Compare common agreed gross obligation with independently evidenced actual net movements, explaining fee/FX/timing differences without creating a third cash event or consuming either local source twice. Unknown receipt remains pending; returned or partially applied money preserves its own correction lineage. No automatic netting, pooling or cross-company write-off is inferred.
Run by an agent
Agent support
An assistant cannot provide an independent human approval, invent actual receiving or consumption, declare a clinical outcome, or treat an uncertain counterpart response as a completed posting. It cannot manufacture missing quality, cost or bank evidence. Existing restrictions and original source claims apply to every permitted automated action.
# 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 order with correct company, facility, supplier, product and buying unit.
› procure to pay · approve the commitment on PurchaseOrders, PurchaseOrderLines, ApprovalDecisions, DocumentRevisions
⏸ approval · waiting for the purchasing manager or finance manager
# 6 more stages after approval: record arrival, accept the tranche, match the bill, approve payment, record settlement, reconcile remaining work
Other processes
5 moreRequest to use
Follow department requirements through approved supply and actual use.
8 stages · 3 approvals
Assemble supply packs
Follow standard packs from approved work through actual output and cost.
7 stages · 5 approvals
Order to cash
Follow actual goods orders through approved billing and collected cash.
5 stages · 2 approvals
Intercompany supply
Follow paired company orders through destination acceptance and separate settlement.
10 stages · 5 approvals
Period close
Reconcile supply operations and intercompany positions before closing each company.
8 stages · 4 approvals