Procurement brings a department's request, supplier selection, purchase approval and delivery evidence into one purchasing process. It covers supplier records and reviewed qualification evidence, a purchasable item catalog, contract rates, requisitions, RFQs, purchase orders, change orders, blanket releases, receipt checks and supplier scorecards.
Purchase requisitions in one list
The assigned reviewer checks the need and amount before the request moves into purchasing.
Every feature works on the same records. Pick one to see the screen your team works in.
Choose qualified suppliers and give purchasing teams a catalog with the information needed to order.
Supplier certifications
| Supplier | Cert type | Cert number | Issuing body | Issue date | Expiration date | |
|---|---|---|---|---|---|---|
| Blue Quay Audio Devices | ISO9001 | SC-45324 | North Valley Safety Council | 19 Oct | 23 Oct | |
| Blue Quay Audio Devices | AS9100 | SC-60740 | Regional Electrical Board | 20 Oct | 24 Oct | |
| Tern Ridge Fabrication | ISO13485 | SC-95650 | Cedar State Quality Institute | 18 Oct | 23 Oct | |
| Tern Ridge Fabrication | ISO14001 | SC-47545 | Harborline Trade Registry | 22 Oct | 24 Oct | |
| Willowbend Safety Goods | NIST800171 | SC-54724 | Industrial Compliance Bureau | 14 Oct | 20 Oct |
Apply negotiated prices, control agreement commitments and prepare renewals before approved capacity or contract terms run out.
Approval conditions
| PO number | Supplier | Order date | Total amount | Buyer | Competition type | |
|---|---|---|---|---|---|---|
| PO-49881 | Stone Pier Office Systems | 18 Oct | 13,547.44 | Mei Haddad | Competed | |
| PO-47580 | Stone Pier Office Systems | 15 Oct | 34,321.80 | Omar Silva | Single bid | |
| PO-67854 | Willowbend Safety Goods | 10 Oct | 15,255.15 | Lucia Chen | Sole source | |
| PO-11876 | North Vale Computing | 11 Oct | 39,922.46 | Mei Haddad | Blanket | |
| PO-86783 | Stone Pier Office Systems | 10 Oct | 9,879.64 | Omar Silva | Catalog |
Route purchase requests to the right people and preserve the approved amount, scope and version through sourcing.
Purchase requisitions
| Req number | Requester | Department | Cost center | Total amount | Priority | |
|---|---|---|---|---|---|---|
| PR-35667 | Ravi Torres | Research and Development | Support center | 18,659.73 | Routine | |
| PR-98039 | Nora Patel | Information Technology | Regional distribution | 20,792.88 | Expedited | |
| PR-93765 | Amina Rahman | Customer Support | Finance operations | 1,248.70 | Emergency | |
| PR-73554 | Jonas Ferreira | Research and Development | Support center | 11,821.04 | Routine | |
| PR-92267 | Nora Patel | Information Technology | Finance operations | 18,579.96 | Expedited |
Compare supplier quotes on a consistent scope, record the award decision and carry the selected offer into purchasing.
RFQs
| RFQ number | Scope description | Issued at | Response deadline | Status | |
|---|---|---|---|---|---|
| RFQ-55577 | Replace two loading dock doors | 14 Oct | 18 Oct | Sent | |
| RFQ-87057 | Supply 40 business laptops | 10 Oct | 15 Oct | Sent | |
| RFQ-62804 | Provide annual safety kit stock | 20 Oct | 27 Oct | Sent | |
| RFQ-77279 | Deliver duplex document scanners | 19 Oct | 28 Oct | Sent | |
| RFQ-59172 | Supply 25 adjustable task chairs | 18 Oct | 21 Oct | Sent |
Keep purchasing authority, supplier terms, revisions and receipt progress together from draft order through close.
Purchase requisitions
| Req number | Requester | Department | Total amount | Priority | Approved at | |
|---|---|---|---|---|---|---|
| PR-68266 | Carlos Kim | Customer Support | 1,651.10 | Routine | 24 Oct | |
| PR-77240 | Nora Patel | Customer Support | 42,563.38 | Expedited | 17 Oct | |
| PR-47682 | Omar Silva | Customer Support | 18,820.44 | Emergency | 27 Oct | |
| PR-39283 | Priya Okafor | Customer Support | 34,320.05 | Routine | 24 Oct | |
| PR-55279 | Mei Haddad | Research and Development | 27,277.80 | Expedited | 25 Oct |
Confirm what was accepted, keep outstanding deliveries in view and give accounts payable the evidence needed to match.
Match exceptions
Review delivery, quality and price evidence separately, then use published scorecards to inform sourcing decisions.
Supplier performance
| Scorecard number | Supplier | Period | PO count | Lines received | Excluded lines | |
|---|---|---|---|---|---|---|
| SP-75571 | Blue Quay Audio Devices | January 2026 | 18 | 70 | 480 | |
| SP-12049 | Tern Ridge Fabrication | February 2026 | 24 | 130 | 130 | |
| SP-14985 | Marshlight Workspaces | March 2026 | 10 | 170 | 510 | |
| SP-18729 | North Vale Computing | April 2026 | 15 | 220 | 240 | |
| SP-23889 | Crestline Industrial Supply | May 2026 | 39 | 30 | 490 |
Requisition to receipt ships ready to use. 2 steps need a named approval before the work moves on: Approve (Procurement Manager) and Purchase order (Procurement Manager).
Give your team a clear way to request what they need, with the detail purchasing needs to act.
Route requests to the right people and keep the decision with the purchase.
Compare supplier offers and use your agreements to make an informed choice.
Turn approved demand into an order, with checks for price changes and remaining authority.
Confirm deliveries and services, keeping outstanding quantities and exceptions visible.
Give accounts payable the approved order and receipt evidence needed to match the invoice.
Open any purchase requisition to see its purchase orders, the roles that work on it, its process stages and its approvals on one page.
Department, Total amount, Status and Submitted at.
Each line is linked to this purchase requisition.
Procurement Manager, Buyer and Requester, each with their own permissions.
Requisition entry, with the role that acts.
Approve and Purchase order, with who decides.
Customer Support · Routine
| PO number | Supplier | Order date |
|---|---|---|
| PO-49881 | Stone Pier Office Systems | 18 Oct |
| PO-47580 | Stone Pier Office Systems | 15 Oct |
| PO-67854 | Willowbend Safety Goods | 10 Oct |
A qualifying order may use an existing spend approval only within its remaining amount and scope. An RFQ award selects a supplier; it does not create spend authority. The configured Buyer limit is a distinct, recorded policy for eligible hand-raised orders.
Signed in as Procurement Manager
| Decision | Approver | |
|---|---|---|
| ApproveRoute requests to the right people and keep the decision with the purchase. | Procurement Manager | |
| Purchase orderTurn approved demand into an order, with checks for price changes and remaining authority. | Procurement Manager | |
| Approve supplier status transitions after required Procurement Manager qualification verification, retaining actor, time and reason | Admin | |
| Review supplier status and qualification scope | Procurement Manager | |
| Approve assigned approval steps only for procurement manager rules | Procurement Manager | |
| Review exact-revision price/off-contract exceptions and recommendation overrides | Procurement Manager |
Everyone opens Procurement to the work that is theirs. Pick a role to see what it starts with.
Systems administrator responsible for configuration, identity, integration and migration governance.
Owns supplier decisions, signed agreements, rate activation, price exceptions, sourcing review and published performance.
This is the first screen this role sees.
Purchase requisitions · Procurement Manager
| Req number | Requester | Department | Cost center | Total amount | Priority | |
|---|---|---|---|---|---|---|
| PR-35667 | Ravi Torres | Research and Development | Support center | 18,659.73 | Routine | |
| PR-98039 | Nora Patel | Information Technology | Regional distribution | 20,792.88 | Expedited | |
| PR-93765 | Amina Rahman | Customer Support | Finance operations | 1,248.70 | Emergency | |
| PR-73554 | Jonas Ferreira | Research and Development | Support center | 11,821.04 | Routine | |
| PR-92267 | Nora Patel | Information Technology | Finance operations | 18,579.96 | Expedited |
Runs sourcing, draft orders, change requests, expediting and procurement-side exception resolution.
This is the first screen this role sees.
RFQs · Buyer
Department user who submits a need and confirms authorised non-stocked deliveries at their desk.
This is the first screen this role sees.
Purchase requisitions · Requester
Named department head, budget owner, CFO, CEO or committee representative holding the application Approver role.
This is the first screen this role sees.
Purchase requisitions · Approver
| Req number | Requester | Department | Cost center | Total amount | Priority | |
|---|---|---|---|---|---|---|
| PR-35667 | Ravi Torres | Research and Development | Support center | 18,659.73 | Routine | |
| PR-98039 | Nora Patel | Information Technology | Regional distribution | 20,792.88 | Expedited | |
| PR-93765 | Amina Rahman | Customer Support | Finance operations | 1,248.70 | Emergency | |
| PR-73554 | Jonas Ferreira | Research and Development | Support center | 11,821.04 | Routine | |
| PR-92267 | Nora Patel | Information Technology | Finance operations | 18,579.96 | Expedited |
Inspects dock arrivals, records acceptance and raises controlled returns.
This is the first screen this role sees.
PO line items · Receiving Clerk
External seat restricted to its own purchasing relationship and published evidence.
This is the first screen this role sees.
Purchase orders · Supplier
Finance reviewer of commitment, migration control totals and supplier performance, and signer for assigned Controller rules.
This is the first screen this role sees.
Purchase requisitions · Controller
| Req number | Requester | Department | Cost center | Total amount | Priority | |
|---|---|---|---|---|---|---|
| PR-35667 | Ravi Torres | Research and Development | Support center | 18,659.73 | Routine | |
| PR-98039 | Nora Patel | Information Technology | Regional distribution | 20,792.88 | Expedited | |
| PR-93765 | Amina Rahman | Customer Support | Finance operations | 1,248.70 | Emergency | |
| PR-73554 | Jonas Ferreira | Research and Development | Support center | 11,821.04 | Routine | |
| PR-92267 | Nora Patel | Information Technology | Finance operations | 18,579.96 | Expedited |
Read-only executive view of scoped aggregate purchasing and published supplier performance.
Understand purchasing commitments, contract use and supplier delivery, with the detail behind every result.
This quarter
How far records got this quarter
| Stage | Reached | Step | |
|---|---|---|---|
| Draft | 29 | ||
| Submitted | 14 | 48% | |
| Approved | 9 | 64% | |
| Rejected | 5 | 56% |
Sample totals per stage
Review committed and received spend by category, department and period. Inspect the underlying lines when consolidating demand or assessing category policy.
Compare purchasing by supplier and period, including contract coverage. Use the order detail to prepare a renewal or supplier discussion; qualification classifications require the organization's own reporting rules.
See outstanding order value by department, category and supplier. Reconcile amendments, cancellations and accepted receipts to the budgeting connection at the same revision and cutoff; a transmission attempt alone does not establish that the receiving system is current.
Find time spent between submission, approval and order issue, including reassigned or escalated steps. Review the full history before attributing a delay to an individual.
Track response coverage, time to award and departures from the bid recommendation. The award reason records the sourcing decision separately from approval to spend.
Compare accepted deliveries with their agreed dates. Partial deliveries retain their outstanding quantities. Approved exclusions carry a reason; delivery performance remains distinct from the reject-based quality measure used in bid scoring.
Follow commitment against an agreement's ceiling, including approved changes and releases. Inspect the calculation behind remaining capacity before authorizing another call-off.
Review off-contract lines and approved price exceptions with their recorded reasons. Distinguish an authorized exception from an unresolved purchasing hold.
See how Procurement fits your kind of team.
Keep maintenance, tooling and indirect purchasing moving across your plants.
Connect hospital and clinic purchasing with your agreements, reviewers and receiving teams.
Keep sourcing decisions, purchase approvals and supplier evidence connected to your contract work.
Give every location a clear way to buy services, supplies and equipment.
Each stage of requisition to receipt names the role that acts and the status it records, so a change is never anonymous.
Each stage, the role that acts and the status it records
Help your purchasing team prepare requests, investigate exceptions and follow up on orders.
Set up connections through ERP.AI and Proto workflows, with every change logged.
Every record lives in a table you can see, extend and export. Add fields or whole tables in Proto.
Browse all 40 tablesStart with one team and one process, then add the rest once the basics are running.
Map departments, cost centers, categories and named approval owners. Define contract and competition requirements, Buyer limits, price exceptions, cumulative amendment rules and agreement ceilings. Decide where each type of purchase is received and who owns the resulting inventory movement.
Set up roles, identities, sequences, approval rules and supplier qualification checks. Resolve circular user and department references in a staging import before activating the records. Load suppliers, items, agreements and rates with traceable source identifiers.
Verify order revisions, receipts, amendments and returned match exceptions in a test environment. Exercise duplicate delivery and recovery after interruption. Confirm that only the agreed system posts inventory and that the budgeting feed reflects the same commitment.
Run a request through approval, sourcing, order issue and delivery. Include a standalone RFQ, a split conversion, an exhausted agreement, repeated small amendments, a price exception, an absent approver and a partial delivery. Test a supplier being suspended or blocked while work is open.
Load the approved migration baseline with posting and outbound triggers disabled. Reconcile original orders, amendments, accepted receipts, returns and remaining commitment. Verify historical approval evidence; work without valid authority returns for review. Agree where in-flight invoices will continue to be matched.
$0per user
The base account and everyday work in the ERP.AI app are free, for every user.
| Usage | Per $1 |
|---|---|
| Record reads (list, filter, get) | 20,000 |
| Search or aggregate queries | 4,000 |
| Record writes | 4,000 |
| Imported or synced records | 200,000 |
| Workflow runs | 2,000 |
| AI agent runs | 2,000 |
| Scheduled jobs or webhooks | 20,000 |
| File uploads (MB) | 2,000 |
| CSV or PDF exports | 100 |
Click Get started, then use Proto to configure Procurement for your business. Set up your workflows, import your data and invite your team.
Procurement covers requests, sourcing, orders, amendments and receipts. The configured connection sends the approved order and receipt evidence to accounts payable, which owns invoice matching, adjudication and payment. Returned mismatches become work for the Buyer to resolve.
Rules use department, cost center, category, amount and tier to identify an eligible person. Department heads and budget owners come from maintained records; executive and committee tiers need explicit assignments. Submitted content is frozen, and the approval retains the policy and document scope reviewed. A change that exceeds that authority requires another decision.
An eligible order can use a prior spend approval within its remaining amount and scope. Conversion does not erase that authority, and splitting a request does not multiply it. An RFQ award alone grants no approval to spend. Eligible hand-raised orders may use the configured Buyer limit; other orders and exceptions follow their required review.
Access follows the role and record. Requester and Viewer roles cannot see protected contract prices or quoted totals. Approvers receive the information permitted for their assigned decisions without access to restricted contract-rate fields. An agent has the same access boundary as its configured role.
The Buyer collects responses against the same RFQ scope and compares the configured price, lead-time and quality measures. The quality input is based on accepted performance history; delivery performance is reported separately. The Buyer records the award reason, and the resulting order must still have valid spending authority.
A Receiving Clerk can record dock receipts at locations without warehouse management. Requesters confirm eligible desk receipts for their own purchases. At managed locations, the warehouse connection supplies the agreed receipt evidence. Partial deliveries keep the remaining quantity visible, and a shipment notice alone does not prove receipt.
During implementation, configure portal or EDI participation with each supplier. Supplier access is limited to its own permitted invitations, responses, orders and supporting records. Acknowledgments identify the order revision; qualification evidence waits for the assigned internal review.
Use an amendment with a reason, the proposed revised order and the required approval. Review considers cumulative increases and the remaining agreement capacity, so repeated small changes cannot create unlimited additional commitment. The applied revision is retained for supplier acknowledgment and the finance connection.
Suspension prevents new or increased commitments while allowing authorized fulfillment of previously issued orders. A block holds issue and fulfillment posting until the designated review resolves it; arrivals can still be recorded for quarantine or dispute. Controlled reductions, cancellations and returns retain their evidence. Configure and rehearse these paths before launch.
Start free, then use Proto to change fields, steps and approvals before your team goes live.