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- Procurement
- Who it's for
- Government contractors
Government contractors
Government contract work can require a detailed purchasing record, from the original need to the issued order and its later changes. Procurement helps the purchasing team organize that evidence around each transaction. Your contracts and compliance specialists define the applicable competition, qualification, reporting and clause requirements during implementation; software configuration alone does not establish an approved purchasing system.
How Procurement is set up for you
Document the sourcing decision
Apply the configured competition rules to the relevant category and amount. Keep invitations, responses, comparisons and the award rationale together. A single response or a sole-source purchase needs its applicable justification and approval, rather than being presented as a competitive award.
Retain the authority to spend
Link the order to the reviewed request or other valid spending approval. A supplier award does not authorize the amount by itself. Preserve the policy version and approved scope when a requirement is converted or split across orders.
Track supplier classifications carefully
Record the evidence and validity dates supporting the classifications your organization uses. Reports can supply purchasing detail for review, while the contracts team applies the eligibility, allocation and reporting rules. Overlapping classifications must not silently duplicate total spend.
Keep contract terms with the order
Record the approved clause set and the order revision sent to the supplier. The contracts team maintains applicable flow-down language and reviews changes. Supplier acknowledgment identifies which revision was received.
Review qualification by scope
Map controlled categories to the evidence and specialist review the contract requires. Security requirements, registrations and certifications have different meanings; a generic uploaded certificate does not establish compliance with export-control or information-security obligations.
Carry the project reference
Keep project and account details on requests and order lines so purchasing, receiving and invoice matching can use the same reference. Validate the mapping when an amendment adds or replaces a line.
Preserve changes and delivery evidence
Retain amendment reasons, cumulative commitment, approvals and acknowledgments. Record partial receipts, rejected quantities and returns with their source references, keeping the remaining obligation visible for follow-up and finance reconciliation.
Features to start with
Suppliers and catalog
Choose qualified suppliers and give purchasing teams a catalog with the information needed to order.
Contracts and pricing
Apply negotiated prices, control agreement commitments and prepare renewals before approved capacity or contract terms run out.
Receipts and expediting
Confirm what was accepted, keep outstanding deliveries in view and give accounts payable the evidence needed to match.
Roles on the team
- Procurement Manager
- Owns supplier decisions, signed agreements, rate activation, price exceptions, sourcing review and published performance.
- Buyer
- Runs sourcing, draft orders, change requests, expediting and procurement-side exception resolution.
- Controller
- Finance reviewer of commitment, migration control totals and supplier performance, and signer for assigned Controller rules.
Set up Procurement your way.
Start free, then use Proto to change fields, steps and approvals before your team goes live.