Supplier Performance
On-time delivery %, incoming-inspection reject %, and price variance per vendor.
Procure to pay
Requisition, approval, purchase order, receipt, inspection, three-way match and payment authorisation, with segregation of duties built in.
6 stages · 2 approvals
Roles and responsibilities
-
Step 3Order
Purchase Order NumberVendorOrder DateRequired Date
-
Step 4Receive
Receipt NumberPurchase OrderReceipt DateWarehouse
Process steps
Follow the process from start to finish. Select a step to see who acts and what changes.
Requisition
From the MRP run for planned purchases, or from a person for expense items. Item, quantity, need date, cost centre, reason.
Approval required
Approve
The assigned Approver reviews the requisition within their budget authority and records the decision and reason. The requester cannot approve their own request.
Order
Buyer converts approved requisitions into purchase orders and selects the supplier. An assigned Approver reviews submitted purchase orders before they are sent; any additional threshold is configured at rollout.
Receive
Operator with receiving permission records GoodsReceipts against the purchase order. Required inspections keep the receipt in PendingQC until Quality Inspector dispositions it.
Match
The supplier invoice is compared to the order and the receipt, line by line, within tolerances. A match posts the payable; a mismatch becomes an exception with the difference shown.
Approval required
Authorise payment
Accountant prepares PaymentRuns for approved invoices. The assigned Approver authorises the run only when they are neither its preparer nor Buyer on the orders. Payments are recorded after execution.
Approvals and controls
2 approvals required in this process
-
Approve
Approver signs · order waits
Requisitions, Approvals -
Authorise payment
Approver signs · closes the process
PaymentRuns, Payments - Approval thresholds by value and cost centreDelegation when an approver is away.
- Segregation of duties is checked on the documentThe requester or Buyer cannot approve their own purchase, and a payment's preparer or Buyer cannot authorise its run. Receiving permissions and any additional conflicts are configured before rollout.
- Tolerances for price, quantity and dateSmall differences do not stall the line and large ones cannot slip through.
- The audit trail on every stageWho, when, what changed, and the previous value.
Records and postings
| Stage | Records | Dr | Cr |
|---|---|---|---|
| 1 Requisition | Requisitions | none | none |
| 2 Approve | RequisitionsApprovals | none | none |
| 3 Order | PurchaseOrdersPurchaseOrderLines | commitment no ledger entry |
|
| 4 Receive | GoodsReceiptsStockMovementsQualityInspections | On acceptance: inventory |
goods received not invoiced |
| 5 Match | SupplierInvoicesMatchExceptions | GRNI |
accounts payable |
| 6 Authorise payment | PaymentRunsPayments | No posting at authorisation; recorded payment debits accounts payable and credits bank |
If the Product's QC profile requires inspection, Status moves to PendingQC and a QualityInspection is auto-created.Receiving & Incoming QC
Quality Inspector dispositions (Accept, Reject, Rework, ReturnToVendor). Accept → StockMovement posts a Receipt into the destination Warehouse and auto-posts a JE (Inventory Dr / GR-IR Cr). Reject moves to Quarantine warehouse.Receiving & Incoming QC
Process reports
All reportsMRP Exception Report
Components short to cover demand, grouped by lead-time bucket and buyer.
Run by an agent
Agent support
The configured workflows must prevent an agent from approving its own drafts, authorising payments or releasing a quality hold. Approver signs the purchase and payment decisions; Quality Inspector signs quality release. Rehearsal must verify the audit record and refusal of unauthorised actions before the agent is allowed to write.
# Example after configuration
$ curl -fsSL https://www.erp.ai/skill.md | paste into your agent
› procure to pay · requisition on Requisitions
✓ From the MRP run for planned purchases, or from a person for expense items.
› procure to pay · approve on Requisitions, Approvals
⏸ approval · waiting for the approver
# 4 more stages after approval: order, receive, match, authorise payment
Other processes
5 morePlan to produce
From a demand line to finished goods in stock: MRP, release, dispatch, execution and completion, with the gates where a person decides.
6 stages · 2 approvals
Order to cash
Quote, sales order, promise date, reservation, pick and ship, invoice and cash, connected to the plan so the date you promise is one the plant agreed to.
6 stages · 1 approval
Quality hold to release
How a failed inspection is contained, investigated and closed, and how a held lot gets back into use or out of the building.
6 stages · 3 approvals
Engineering change
Changing an item, a bill or a routing without breaking the jobs already on the floor or the stock already on the shelf.
6 stages · 1 approval
Period close
Closing a manufacturing period: open labour, work orders, inventory reconciliation, accruals, variances and the lock.
6 stages · 2 approvals