A purchasing process owner, a finance contact, approval-policy decisions, supplier and agreement extracts, open-order history, integration owners and time from each role for rehearsal. The team also identifies contract-specific qualification and reporting requirements and supplies the evidence needed to configure them.
Implementation
Build a purchasing rollout around your approval policy, supplier relationships and finance connections.
Start with the departments and purchase types that will benefit first. Configuration, migration and connection testing establish the application for your organization; scope and readiness determine the rollout schedule. Use the product previews and documented workflows to agree what your team needs before setting a launch date.
Implementation phases
- Agree the purchasing policyBuyer
- Configure access and master dataSupplier
- Connect finance and receivingTeam and ERP.ai
- Rehearse everyday and exception pathsApprover
- Reconcile open workTeam and ERP.ai
- Launch the first departmentTeam and ERP.ai
- Extend with evidenceSupplier
Phase 1 · Buyer
Agree the purchasing policy
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.
Phase 2 · Supplier
Configure access and master data
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.
| Role | Screens |
|---|---|
| Procurement Manager | 15 |
| Buyer | 11 |
| Requester | 3 |
| Approver | 3 |
| Receiving Clerk | 1 |
| Supplier | 2 |
| Controller | 8 |
| Viewer | 0 |
Role permissionsRoles and permissions →
Phase 3 · Team and ERP.ai
Connect finance and receiving
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.
Phase 4 · Approver
Rehearse everyday and exception paths
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.
Phase 5 · Team and ERP.ai
Reconcile open work
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.
Phase 6 · Team and ERP.ai
Launch the first department
Enable connections from agreed checkpoints after the process owner and finance reviewer accept the rehearsal and reconciled opening position. Assign support owners and a recovery plan before switching new purchasing into the application.
Phase 7 · Supplier
Extend with evidence
Review approval delays, exceptions and supplier delivery before adding departments or integrations. Version policy changes and test them against representative purchases so existing decisions keep their history.
Use Proto to prepare changes on a branch for review. Test the effect on permissions, approval routing, reports and open documents before releasing the change. Model usage and managed execution follow the pricing contract; implementation and ongoing support are agreed separately.
1
Say what you need"Add a second approval above 10,000." Plain language.
2
Review the branchThe change lands on a branch with the diff and a test run.
3
ReleaseMerged into your workspace. Every user gets it.