The tables behind Procurement

The supplier master: the legal vendor identity that is ordered from and, through accounts payable, paid. Holds EIN, status lifecycle and the GSA contract reference. Vendor risk and financial health live in the vendor management layer; this row is the buy-side identity.

Buyer-facing contacts at the supplier: sales rep, customer service, accounts receivable, expediter.

Configured supplier qualification evidence, reviewed for the relevant activity, location and validity period. The retained category labels include standards, registrations, assessments and diversity qualifications; they are not all certificates and none independently establishes legal compliance. Supplier-submitted evidence remains Pending until the Procurement Manager verifies its stated scope.

Purchasing taxonomy aligned to UNSPSC (United Nations Standard Products and Services Code). Drives approval matrix scoping, RFQ eligibility, the contract requirement and the spend hierarchy.

The purchasable item, part or service catalog. Distinct from the inventory system’s SKU master; this is the buy-side view (manufacturer part, supplier part, list price, lead time, MOQ). For stocked items the two reconcile by SKU.

The organisational units that raise requisitions and own approval rows. The department head is the person the approval matrix resolves for approver role department head.

Budget units within a department. The budget owner is the person the approval matrix resolves for approver role budget owner.

Ship-to and receiving places: a dock managed by the warehouse system, an office where desk deliveries land, or a site. The PO ships to one and the receipt is taken at one.

Internal user directory for everyone who requests, approves, buys or receives. Department and cost centre default onto a new requisition; approval matrix approver user and every Buyer, Approver, Owner and received by column point here.

Umbrella contracts with one supplier that authorise a total commitment, with blanket releases calling off against it. A GPO or cooperative contract is recorded per supplier with the contracting party named. Tracks renewal so the Procurement Manager renegotiates before lapse.

Negotiated prices: a Supplier × Item price valid for a date window, sometimes above a minimum quantity, tied to a master agreement when one exists. The contract-pricing-validation workflow reads this to guardrail buyer-entered prices.

Call-offs against a master agreements umbrella. Each release draws down the agreement’s total commit and generates a purchase orders row priced at the agreement’s rates.

The items called off on a release, each priced at a contract rate under the agreement. A line with no rate under the agreement is refused.

Purchasing taxonomy aligned to UNSPSC (United Nations Standard Products and Services Code). Drives approval matrix scoping, RFQ eligibility, the contract requirement and the spend hierarchy.

Versioned authority request and frozen decision for a complete source revision. Document lifecycle may progress independently. Submitted content and approved decisions cannot be overwritten; invalidation stops future use but does not erase existing commitments. Reused authority and Buyer-limit policy are explicit decision types, never a fabricated new human signature.

Immutable scope and approved allowance within a spend approvals decision. Separate lines retain routing dimensions and source identities. Parent and line ceilings are both enforced; changing supplier, item, category, quantity, scope or value outside this packet requires a new decision.

Immutable signed effects of a business event on a PO line and its funding authority. Amount delta measures actual order commitment; authority amount delta separately measures use or release of the linked approval allowance, preventing a new approval packet from duplicating agreement spend. Reversals are compensating Posted rows referencing the original.

Supplier order with immutable approved revisions. Spend approvals record its authority separately from lifecycle; an RFQ award is selection evidence only. Prior requisition or agreement authority may be reused only within its approved scope and remaining capacity. Otherwise full matrix approval or the explicitly configured Buyer-limit exception is required before issuance.

Per-item lines on a PO. The level at which receipts and the invoice match reconcile, and where the contract price check is recorded.

One row per approval tier a requisition, purchase order or amendment passes through. The audit trail: which matrix row, which person, on whose behalf, when, and what they said.

Effective-dated approval rules for Department × cost center × Category × full-document USD routing amount × tier. All matching specific and wildcard rows apply; required steps are unioned, not replaced by a narrower match. Routing must cover every distinct line scope and amount, or submission blocks.

The requisition header: a department user’s request to buy something. Lifecycle Draft → Submitted → Approved (or Rejected → Draft on revision, or Cancelled) → Converted once the Buyer picks a conversion path.

Per-item lines on a requisition: what the Requester wants, when, and against which budget.

One row per approval tier a requisition, purchase order or amendment passes through. The audit trail: which matrix row, which person, on whose behalf, when, and what they said.

Effective-dated, approved delegation of a principal approver to a named eligible delegate. Scope and limit cannot widen the principal authority. Self-approval conflicts, chains, overlapping delegates and expired grants block assignment rather than silently skipping a tier.

Effective-dated approval rules for Department × cost center × Category × full-document USD routing amount × tier. All matching specific and wildcard rows apply; required steps are unioned, not replaced by a narrower match. Routing must cover every distinct line scope and amount, or submission blocks.

The organisational units that raise requisitions and own approval rows. The department head is the person the approval matrix resolves for approver role department head.

Budget units within a department. The budget owner is the person the approval matrix resolves for approver role budget owner.

Internal user directory for everyone who requests, approves, buys or receives. Department and cost centre default onto a new requisition; approval matrix approver user and every Buyer, Approver, Owner and received by column point here.

Versioned authority request and frozen decision for a complete source revision. Document lifecycle may progress independently. Submitted content and approved decisions cannot be overwritten; invalidation stops future use but does not erase existing commitments. Reused authority and Buyer-limit policy are explicit decision types, never a fabricated new human signature.

Immutable scope and approved allowance within a spend approvals decision. Separate lines retain routing dimensions and source identities. Parent and line ceilings are both enforced; changing supplier, item, category, quantity, scope or value outside this packet requires a new decision.

Immutable signed effects of a business event on a PO line and its funding authority. Amount delta measures actual order commitment; authority amount delta separately measures use or release of the linked approval allowance, preventing a new approval packet from duplicating agreement spend. Reversals are compensating Posted rows referencing the original.

Request-for-quote header: sourced spend that needs a competitive bid. One RFQ per scope, several suppliers invited, the weights and the award decision recorded on the header.

What is being sourced, one line per item or service, copied from the requisition lines or keyed by the Buyer. Response lines point at these so bids compare line by line.

The supplier invite list for an RFQ.

A supplier response revision to an RFQ. Only complete comparable Submitted responses enter scoring. Submission freezes header and line content; withdrawal and resubmission before the deadline creates a new revision, retains the previous version, and invalidates its scores and recommendation.

Per-line quoted detail: what the supplier proposed for each requested line.

Computed score per response: normalised price, normalised lead time and the supplier’s quality score, weighted by the RFQ’s weights. Drives the award recommendation.

Period scorecard per supplier: on-time delivery, quality, price competitiveness. Computed from receipts and expediting at period end, published by the Procurement Manager, and read by bid comparison scores and the supplier’s portal seat.

Supplier order with immutable approved revisions. Spend approvals record its authority separately from lifecycle; an RFQ award is selection evidence only. Prior requisition or agreement authority may be reused only within its approved scope and remaining capacity. Otherwise full matrix approval or the explicitly configured Buyer-limit exception is required before issuance.

Versioned authority request and frozen decision for a complete source revision. Document lifecycle may progress independently. Submitted content and approved decisions cannot be overwritten; invalidation stops future use but does not erase existing commitments. Reused authority and Buyer-limit policy are explicit decision types, never a fabricated new human signature.

Immutable scope and approved allowance within a spend approvals decision. Separate lines retain routing dimensions and source identities. Parent and line ceilings are both enforced; changing supplier, item, category, quantity, scope or value outside this packet requires a new decision.

Immutable signed effects of a business event on a PO line and its funding authority. Amount delta measures actual order commitment; authority amount delta separately measures use or release of the linked approval allowance, preventing a new approval packet from duplicating agreement spend. Reversals are compensating Posted rows referencing the original.

Supplier order with immutable approved revisions. Spend approvals record its authority separately from lifecycle; an RFQ award is selection evidence only. Prior requisition or agreement authority may be reused only within its approved scope and remaining capacity. Otherwise full matrix approval or the explicitly configured Buyer-limit exception is required before issuance.

Per-item lines on a PO. The level at which receipts and the invoice match reconcile, and where the contract price check is recorded.

A reviewed change to an issued or approved PO revision. All amendments route on the proposed total and cumulative positive increases, including new scope; decreases cannot reset the escalation basis. Applying the approved change atomically updates lines, commitments and the exact order revision once.

Per-line before and after on an amendment.

One row per approval tier a requisition, purchase order or amendment passes through. The audit trail: which matrix row, which person, on whose behalf, when, and what they said.

Effective-dated approval rules for Department × cost center × Category × full-document USD routing amount × tier. All matching specific and wildcard rows apply; required steps are unioned, not replaced by a narrower match. Routing must cover every distinct line scope and amount, or submission blocks.

Ship-to and receiving places: a dock managed by the warehouse system, an office where desk deliveries land, or a site. The PO ships to one and the receipt is taken at one.

Versioned authority request and frozen decision for a complete source revision. Document lifecycle may progress independently. Submitted content and approved decisions cannot be overwritten; invalidation stops future use but does not erase existing commitments. Reused authority and Buyer-limit policy are explicit decision types, never a fabricated new human signature.

Immutable scope and approved allowance within a spend approvals decision. Separate lines retain routing dimensions and source identities. Parent and line ceilings are both enforced; changing supplier, item, category, quantity, scope or value outside this packet requires a new decision.

Immutable signed effects of a business event on a PO line and its funding authority. Amount delta measures actual order commitment; authority amount delta separately measures use or release of the linked approval allowance, preventing a new approval packet from duplicating agreement spend. Reversals are compensating Posted rows referencing the original.

Physical arrival or service acceptance against a PO. Supplier ASN is untrusted advance evidence until an authorised receiver verifies it. A Posted receipt is immutable; correction is a linked reversal followed, if needed, by a replacement. Historical baseline receipts retain evidence but never repeat quantity or outbound effects.

Per-line received quantity against a PO line. The grain accounts payable reads for the three-way match and the scorecard reads for on-time and quality.

Controlled return of rejected arrivals or previously accepted goods, with original line, disposition and quantity evidence. Only shipped returns of previously accepted goods reduce PO accepted fulfilment; returning already rejected goods has no second quantity effect.

A mismatch returned by accounts payable when the supplier’s invoice disagrees with the order or the receipt. The Buyer’s worklist for resolving it on the procurement side.

The expediting worklist: open PO lines that are past need by date or inside the warning window. Written daily by the expediting-reminder workflow.

Per-item lines on a PO. The level at which receipts and the invoice match reconcile, and where the contract price check is recorded.

Supplier order with immutable approved revisions. Spend approvals record its authority separately from lifecycle; an RFQ award is selection evidence only. Prior requisition or agreement authority may be reused only within its approved scope and remaining capacity. Otherwise full matrix approval or the explicitly configured Buyer-limit exception is required before issuance.

Durable once-only business event and migration provenance. The unique source event key and payload digest separate a replay from a conflicting update. Local quantity, approval and commitment effects commit atomically with Applied; outbound delivery has its own retry state.

Per-event destination outbox for an explicitly configured connection. Retrying transport resends the same revision and idempotency key; it never repeats a local business effect. External acknowledgement and reconciliation are required before claiming delivery.

Period scorecard per supplier: on-time delivery, quality, price competitiveness. Computed from receipts and expediting at period end, published by the Procurement Manager, and read by bid comparison scores and the supplier’s portal seat.

Physical arrival or service acceptance against a PO. Supplier ASN is untrusted advance evidence until an authorised receiver verifies it. A Posted receipt is immutable; correction is a linked reversal followed, if needed, by a replacement. Historical baseline receipts retain evidence but never repeat quantity or outbound effects.

Per-line received quantity against a PO line. The grain accounts payable reads for the three-way match and the scorecard reads for on-time and quality.

Controlled return of rejected arrivals or previously accepted goods, with original line, disposition and quantity evidence. Only shipped returns of previously accepted goods reduce PO accepted fulfilment; returning already rejected goods has no second quantity effect.

The expediting worklist: open PO lines that are past need by date or inside the warning window. Written daily by the expediting-reminder workflow.

Computed score per response: normalised price, normalised lead time and the supplier’s quality score, weighted by the RFQ’s weights. Drives the award recommendation.

Supplier order with immutable approved revisions. Spend approvals record its authority separately from lifecycle; an RFQ award is selection evidence only. Prior requisition or agreement authority may be reused only within its approved scope and remaining capacity. Otherwise full matrix approval or the explicitly configured Buyer-limit exception is required before issuance.

Per-item lines on a PO. The level at which receipts and the invoice match reconcile, and where the contract price check is recorded.

Negotiated prices: a Supplier × Item price valid for a date window, sometimes above a minimum quantity, tied to a master agreement when one exists. The contract-pricing-validation workflow reads this to guardrail buyer-entered prices.

A supplier response revision to an RFQ. Only complete comparable Submitted responses enter scoring. Submission freezes header and line content; withdrawal and resubmission before the deadline creates a new revision, retains the previous version, and invalidates its scores and recommendation.

Reviewed cutover batches for master data, authority, current commitments and accepted-quantity baselines. Import first stages stable IDs, then resolves cyclic references and reconciles totals before activation. Historical records are evidence, not live events.