Requisition to receipt
Connect purchase requests, recorded spending authority and accepted deliveries through to the invoice-matching handoff.
6 stages · 2 approvals
Roles and responsibilities
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Step 1Requisition
Req NumberRequesterDepartmentCost Center
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Step 2Approve
Step NumberDocument TypeRequisitionPurchase OrderPurchase Order
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Step 3Source
Req NumberRequesterDepartmentCost Center
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Step 4Purchase order
Step NumberDocument TypeRequisitionPurchase OrderPurchase Order
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Step 5Receive
Expedite NumberPOSupplierOriginal Need By Date
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Step 6Invoice matching
Exception NumberPOSupplierInvoice Reference
Process steps
Follow the process from start to finish. Select a step to see who acts and what changes.
Requisition
Requester prepares catalog or free-text lines with category, quantity, unit, estimate, need-by date and coding. Department, cost centre and business justification determine routing. Submission freezes the revision; changes require a revised draft and fresh approval. Emergency priority highlights urgency while retaining the same authority checks.
Approval required
Approve
Approver decides assigned business tiers; Controller decides its assigned financial tier; Procurement Manager decides its assigned procurement tier. Every applicable category rule uses the full requested maximum, including proposed tolerance, and must resolve to an authorised person. Delegation retains the original authority and actual actor. The final decision records the approved revision, amount, tolerance and line scope; rejection returns the request with its reason.
Source
Buyer selects a direct order, competitive RFQ or eligible blanket release. Conversion preserves the requisition's approval evidence. Split orders reserve their own shares of the same scope and capacity, so each cannot reuse the whole allowance. A mandatory RFQ stays required, and an RFQ award alone does not grant spending authority.
Approval required
Purchase order
The order checks the remaining approved scope and capacity. Otherwise Approver, Controller or Procurement Manager decides the assigned matrix tiers on the order total. Procurement Manager separately decides price or off-contract exceptions. Buyer sends only the approved revision through the configured supplier channel; Supplier acknowledges that revision.
Receive
Receiving Clerk confirms dock acceptance; Requester confirms assigned desk deliveries. A configured warehouse connection can supply dock evidence. Gross arrivals reconcile to accepted and rejected quantities. Only net accepted fulfilment reduces the open order. Partial deliveries keep expediting active; rejected goods need replacement, return or an approved reduction. Buyer cannot confirm an order they raised.
Invoice matching
Accounts payable owns invoice matching and payment. Buyer monitors the configured handoff of approved orders and posted receipts and resolves returned match exceptions. Each correction links its amendment, receipt, return or re-invoice evidence. Delivery acknowledgement is recorded separately from procurement posting. Order close requires resolved quantity, return and match obligations plus current-revision evidence covering all expected invoices and credits; resolving an exception does not authorise payment.
Approvals and exception handling
2 approvals required in this process
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Approve
Approver or Controller or Procurement Manager signs · source waits
ApprovalSteps, ApprovalMatrix, ApprovalDelegations, SpendApprovals, SpendApprovalLines -
Purchase order
Approver or Controller or Procurement Manager signs for new authority or exceptions · receive waits
PurchaseOrders, POLineItems, ApprovalSteps, ContractRates, SpendApprovals, CommitmentAllocations - Preserve approval scopeA changed amount, category or line cannot inherit an unrelated or stale decision. Missing assignments hold routing for resolution.
- Keep decisions independentRequester cannot approve their request. Matrix approval and delegation retain preparer conflicts. A Buyer-limit exception applies only to eligible original hand-raised orders without requisition, award or release backing.
- Check before sendingSupplier eligibility, required qualification evidence, contract exceptions and spend authority must all pass for the issued revision.
- Retain outstanding deliveryRejected units and partial receipts leave unsatisfied quantities visible. A supplier promise changes the agreed date only through an approved amendment.
- Reconcile correctionsPosted receipts are immutable. Linked correcting events and deduplicated handoffs preserve the quantities accounts payable receives.
When the process needs attention
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reject
Approve
The final decision records the approved revision, amount, tolerance and line scope; rejection returns the request with its reason.
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exception
Purchase order
Procurement Manager separately decides price or off-contract exceptions.
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reject
Receive
Gross arrivals reconcile to accepted and rejected quantities.
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exception
Invoice matching
Buyer monitors the configured handoff of approved orders and posted receipts and resolves returned match exceptions.
Records and postings
| Stage | Records | Effect |
|---|---|---|
| 1 Requisition | PurchaseRequisitionsRequisitionLines | submitted revision frozen for routing |
| 2 Approve | ApprovalStepsApprovalMatrixApprovalDelegationsSpendApprovalsSpendApprovalLines | approved scope recorded or request rejected |
| 3 Source | PurchaseRequisitionsPurchaseOrdersPOLineItemsRFQsRFQLinesBlanketReleasesCommitmentAllocations | converted request retains authority; order shares consume capacity |
| 4 Purchase order | PurchaseOrdersPOLineItemsApprovalStepsContractRatesSpendApprovalsCommitmentAllocations | approved revision can be sent and acknowledged |
| 5 Receive | ReceiptsReceiptLineItemsSupplierReturnsExpeditingPOLineItems | accepted fulfilment updates open obligation |
| 6 Invoice matching | ReceiptsMatchExceptionsProcurementEventsIntegrationDeliveries | acknowledged handoff and linked exception resolution |
Process reports
All reportsOpen Commitment
Outstanding delivery value QtyOpen × UnitPrice on issued POLineItems, by Department, CostCenter, Category and Supplier. This is distinct from full retained CurrentCommitment and agreement Spent, which include fulfilled portions; reconcile both measures to the labelled budgeting feed.
Requisition Cycle Time
Median and ninetieth-percentile days from SubmittedAt to Approved and from Approved to SentAt, by Department and Priority, with the ApprovalSteps tier that held each requisition longest and the count of Escalated steps.
RFQ Award Cycle
Per RFQs: days from IssuedAt to AwardedAt, supplier response rate (Responded over invited), awarded price against the requisition estimate, and the share of awards with RecommendationOverridden, listed with their AwardReason.
Maverick Spend
POLineItems with OffContract set, and lines that needed PriceOverrideApproved, grouped by Supplier, Buyer and the recorded OffContractReason or PriceOverrideReason; where the policy is being routed around and why.
Spend by Category
Committed and received spend rolled up the Categories tree by Department and period, drilling to Supplier and PO, with OffContract lines flagged per category.
Spend by Supplier
Spend per Suppliers by Category and period with share of total, year-on-year change and the share tied to a ContractRates or MasterAgreements row.
Run by an agent
Agent support
Required approvals, supplier awards, price exceptions and supplier-status decisions stay with their designated people. An agent cannot expand a spend approval, bypass a matrix step or turn an RFQ award into authority to order. Configure any permitted automated transition explicitly and retain the policy and source revision that justified it. Acting through an agent never removes a conflict of duties or a pricing restriction.
# Example after configuration
$ curl -fsSL https://www.erp.ai/skill.md | paste into your agent
› requisition to receipt · requisition on PurchaseRequisitions, RequisitionLines
✓ Requester prepares catalog or free-text lines with category, quantity, unit, estimate, need-by date and coding.
› requisition to receipt · approve on ApprovalSteps, ApprovalMatrix, ApprovalDelegations, SpendApprovals, SpendApprovalLines
⏸ approval · waiting for the approver or controller or procurement manager
# 4 more stages after approval: source, purchase order, receive, invoice matching
Other processes
4 moreCompetitive sourcing
Compare eligible suppliers on a frozen scope and carry the chosen offer into an independently authorised purchase order.
6 stages · 2 approvals
Change orders
Review the full effect of order changes, preserve cumulative spending authority and keep suppliers on the approved revision.
6 stages · 1 approval
Supplier onboarding
Verify supplier identity, terms and qualifications before purchasing, then apply clear controls when status changes.
6 stages · 2 approvals
Blanket releases
Order within an approved agreement while keeping its term, pricing, remaining capacity and delivery obligations reconciled.
6 stages · 2 approvals