Integrations
Connects to the tools you use
Set up connections through ERP.AI and Proto workflows, with every change logged.
- SCM with Landed Cost Calculation
- Supplier order delivery
- Invoice handling
- Inventory receiving
SCM with Landed Cost Calculation · Available now
Example screen with sample data
Trace purchase commitments through landed cost review.
SCM with Landed Cost Calculation brings purchase requests, supplier commitments, accepted quantities and freight allocations into one operating record. Buyers prepare requests against an organization and supplier, with requested amounts, required dates and line detail.
- No per-user fees
- Manual work is free
- Configure it in Proto
OverviewApproved commitments×
SCM with Landed Cost Calculation · Purchase requests
New purchase request
Approved commitments
Purchase requests in one list
Purchase requests in view
6Approved
3Ordered
3Approved3
Import ceramic tableware for fall rangePO 88213
19 Oct
Buy glass carafes for holiday stockPO 88304
16 Oct
Source bamboo organizers for retailPO 88342
22 Oct
Add
Ordered3
Order woven baskets for East storesPO 88227
Replenish cotton throws from millPO 88319
Purchase canvas totes for springPO 88401
Add
Import ceramic tableware for fall rangePurchase requests · PR-12747
ApprovedApproved at19 Oct
Order referencePO 88213
CounterpartyBamboo Quay Workshop
Approve commitmentPR-12747 · Import ceramic tableware for fall range
Purchasing Approver decides on the purchase revision.
Waiting for Purchasing Approver
ApproveReturn
- Tables, ready to use
- 10
- Saved views
- 13
- Roles with set permissions
- 5
- Reports and dashboards
- 8
Features
Follow each purchase
Every feature works on the same records. Pick one to see the screen your team works in.
Purchase requests
A buyer needs replacement components by a required date.
- Prepare
- Decide
- Verify
- Purchase requests
- Purchase lines
- Operation receipts
OverviewRequests awaiting approval×
SCM with Landed Cost Calculation · Purchase requests
New
Requests awaiting approval
Approval waits for the purchasing approver
| Record number | Subject | Revision | Requested amount USD | Owner | Counterparty | |
|---|---|---|---|---|---|---|
| PR-21760 | Import ceramic tableware for fall range | 480 | 220 | Omar Farouk | Northfield Canvas Co. | |
| PR-15014 | Order woven baskets for East stores | 560 | 230 | Isaac Mensah | Bamboo Quay Workshop | |
| PR-44190 | Buy glass carafes for holiday stock | 220 | 950 | Tenzin Dorje | Pine Harbor Ceramics | |
| PR-40782 | Replenish cotton throws from mill | 680 | 860 | Naveen Rao | Willow Bend Weaving | |
| PR-93493 | Source bamboo organizers for retail | 240 | 270 | Naveen Rao | Willow Bend Weaving |
6 of 6 records
Import ceramic tableware for fall rangePurchase requests · PR-21760
Revision480
Requested amount USD220
OwnerOmar Farouk
CounterpartyNorthfield Canvas Co.
Purchase lines
A request has two supplier lines with different unit prices.
- Prepare
- Decide
- Verify
- Purchase lines
- Purchase requests
- Operation receipts
OverviewPurchase line acceptance×
SCM with Landed Cost Calculation · Purchase lines
New
Purchase line acceptance
Purchase lines
| Parent | Line number | Item description | Requested quantity | Accepted quantity | Accepted at | |
|---|---|---|---|---|---|---|
| Replenish cotton throws from mill | 890 | Stoneware dinner plate, 10 in | 160 | 580 | 11 Oct | |
| Replenish cotton throws from mill | 170 | Woven storage basket, medium | 40 | 50 | 15 Oct | |
| Source bamboo organizers for retail | 350 | Glass carafe, 1 liter | 410 | 270 | 19 Oct | |
| Buy glass carafes for holiday stock | 50 | Cotton throw, ivory, 50 x 60 | 400 | 30 | 19 Oct | |
| Replenish cotton throws from mill | 900 | Bamboo desk tray, walnut | 540 | 20 | 16 Oct |
6 of 6 records
Stoneware dinner plate, 10 inPurchase lines · PL-54175
ParentReplenish cotton throws from mill
Line number890
Requested quantity160
Accepted quantity580
Accepted at11 Oct
Suppliers and organizations
A buyer prepares a request under one legal entity and chooses a supplier associated with that entity.
- Prepare
- Decide
- Verify
- Suppliers
- Organizations
- Team members
- Users
- Purchase requests
OverviewSupplier directory×
SCM with Landed Cost Calculation · Suppliers and organizations
New
Supplier directory
Suppliers
| Name | Code | Contact name | Address | Organization | |
|---|---|---|---|---|---|
| Pine Harbor Ceramics | PHC-014 | Avery Sato | 42 Harbor Road, Portland, ME | Cedar Lane Retail | |
| Willow Bend Weaving | WBW-022 | Nina Rahman | 18 Mill Lane, Asheville, NC | Harborwell Home Imports | |
| Clearford Glassworks | CFG-031 | Mateo Ellis | 710 Foundry Street, Toledo, OH | Briarfield Housewares | |
| Hillmere Textile Mill | HTM-038 | Sofia Nair | 9 Orchard Way, Lancaster, PA | Cedar Lane Retail | |
| Bamboo Quay Workshop | BQW-044 | Evan Duarte | 33 Riverfront Drive, Tacoma, WA | Briarfield Housewares |
6 of 6 records
Pine Harbor CeramicsSuppliers · SPP-60929
CodePHC-014
Contact nameAvery Sato
Address42 Harbor Road, Portland, ME
OrganizationCedar Lane Retail
Approvals
A buyer submits a request for a supplier order.
- Prepare
- Decide
- Verify
- Review decisions
- Purchase requests
- Team members
- Operation receipts
OverviewDecision history×
SCM with Landed Cost Calculation · Approvals
New
Decision history
Review decisions
| Parent | Source revision | Decision | Decided at | Reason | Reviewer | |
|---|---|---|---|---|---|---|
| Replenish cotton throws from mill | 740 | Approve | 12 Oct | Approve freight allocation by volume | Tenzin Dorje | |
| Order woven baskets for East stores | 70 | Return | 21 Oct | Hold until customs duty confirmed | Victor Alvarez | |
| Purchase canvas totes for spring | 700 | Approve | 12 Oct | Review supplier invoice variance | Naveen Rao | |
| Order linen runners for wholesale | 720 | Return | 18 Oct | Approve receipt after inspection | Victor Alvarez | |
| Buy glass carafes for holiday stock | 950 | Approve | 23 Oct | Adjust landed cost for demurrage | Elise Novak |
6 of 6 records
Approve freight allocation by volumeReview decisions · RD-44541
ApproveParentReplenish cotton throws from mill
Source revision740
Decided at12 Oct
ReviewerTenzin Dorje
Freight allocations
A shipment brings freight, duty or insurance cost against a purchase request.
- Prepare
- Decide
- Verify
- Freight allocations
- Purchase requests
- Review decisions
- Operation receipts
OverviewAllocation review queue×
SCM with Landed Cost Calculation · Freight allocations
New
Allocation review queue
Approval waits for the purchasing approver
| Parent | Shipment reference | Revision | Cost USD | Allocation basis | Status | |
|---|---|---|---|---|---|---|
| Replenish cotton throws from mill | BOL 461883 | 180 | 280 | By cubic volume | Submitted | |
| Import ceramic tableware for fall range | BOL 462107 | 800 | 560 | By gross weight | Submitted | |
| Replenish cotton throws from mill | Booking BK-77102 | 360 | 70 | By item value | Submitted | |
| Source bamboo organizers for retail | Container CNU-410823 | 770 | 520 | By unit count | Submitted | |
| Replenish cotton throws from mill | Air waybill 918-34052 | 470 | 550 | By pallet position | Submitted |
6 of 6 records
BOL 461883Freight allocations · FA-59112
SubmittedParentReplenish cotton throws from mill
Revision180
Cost USD280
Allocation basisBy cubic volume
Receipt evidence
An order handoff or allocation review creates an operation receipt with a stable key, expected revision, result state and occurrence time.
- Prepare
- Decide
- Verify
- Operation receipts
- Record attachments
- Purchase requests
- Review decisions
OverviewOperations needing review×
SCM with Landed Cost Calculation · Receipt evidence
New
Operations needing review
Operation receipts
| Parent | Operation key | Action | Result state | Occurred at | Failure reason | |
|---|---|---|---|---|---|---|
| Source bamboo organizers for retail | approve-PR-4102 | Approve purchase | Failed | 19 Oct | Freight invoice missing | |
| Buy glass carafes for holiday stock | receive-PO-88213 | Record receipt | Needs review | 03 Nov | Receipt quantity differs from PO | |
| Source bamboo organizers for retail | allocate-FR-6190 | Allocate freight | Failed | 22 Oct | Customs duty still estimated | |
| Import stoneware serving plates | review-INV-0412 | Review invoice | Needs review | 18 Oct | Supplier invoice is duplicated | |
| Replenish cotton throws from mill | post-LC-7281 | Post landed cost | Failed | 14 Oct | Allocation basis has zero weight |
6 of 6 records
approve-PR-4102Operation receipts · OR-55036
FailedParentSource bamboo organizers for retail
ActionApprove purchase
Occurred at19 Oct
Failure reasonFreight invoice missing
Process
From request to charge
Request to landed cost ships ready to use. 2 steps need a named approval before the work moves on: Approve commitment (Purchasing Approver) and Review allocation (Purchasing Approver).
Drag a card to another stage, or focus it and use the arrow keys. It updates to match the stage.
-
Prepare request
Capture supplier, amount and line scope.
Import ceramic tableware for fall rangePR-12747 · BuyerPrepare requestBy Buyer -
Submit request
Send the current revision for review.
Import ceramic tableware for fall rangePR-12747 · BuyerSubmit requestBy Buyer -
Approve commitment
Purchasing Approver decides on the submitted scope.
Import ceramic tableware for fall rangePR-12747 · Purchasing ApproverApprove commitmentBy Purchasing ApproverApprovalPurchasing Approver decides on the purchase revision. -
Record receipt
Enter accepted quantities and invoice references.
Import ceramic tableware for fall rangePR-12747 · Receiving ClerkRecord receiptBy Receiving Clerk -
Review allocation
Purchasing Approver checks the shipment charge and basis.
Import ceramic tableware for fall rangePR-12747 · Purchasing ApproverReview allocationBy Purchasing ApproverApprovalPurchasing Approver decides on the submitted allocation. -
Reconcile completion
Compare operation receipts with stored effects.
Import ceramic tableware for fall rangePR-12747Reconcile completion
Inside a record
Keep handoff references
Open any purchase request to see its freight allocations, the roles that work on it, its process stages and its approvals on one page.
- 1Record details
Approved at, Order reference and Counterparty.
- 2Freight allocations
Each line is linked to this purchase request.
- 3Who works on it
Receiving Clerk, each with their own permissions.
- 4Process stages
Prepare request, with the role that acts.
- 5Approvals
Approve commitment and Review allocation, with who decides.
Approved commitmentsImport ceramic tableware for fall range×
SCM with Landed Cost Calculation · Purchase requests
Log activity
Import ceramic tableware for fall range
PO 88213 · Approved
1
Record details
Approved at19 Oct
Order referencePO 88213
CounterpartyBamboo Quay Workshop
2
Freight allocations
Import ceramic tableware for fall range
| Parent | Shipment reference | Cost USD |
|---|---|---|
| Import stoneware serving plates | BOL 461883 | 290 |
| Import ceramic tableware for fall range | BOL 462107 | 330 |
| Import ceramic tableware for fall range | Booking BK-77102 | 500 |
- Freight allocations
- 6
- Total cost USD
- 2,590
3
Who works on it
- Receiving ClerkManage purchase lines
4
Process stages
- Prepare requestBuyer
5
Approvals
- Approve commitmentPurchasing ApproverApproved
- Review allocationPurchasing ApproverWaiting
Approvals
Decide on the exact revision
Keep the requester and approver distinct on purchase commitments and allocation review.
OverviewApprovals×
SCM with Landed Cost Calculation · Overview
Approvals
Signed in as Purchasing Approver
Waiting for you
4 To review1 Overdue2 Decided todayOnly mine
0 selectedApproveReturn
- PR-21760Import ceramic tableware for fall rangeWaiting2dActions
- PR-15014Order woven baskets for East storesWaiting4dActions
- PR-44190Buy glass carafes for holiday stockWaiting2dActions
- PR-40782Replenish cotton throws from millWaiting4dActions
Who approves what
| Decision | Approver | |
|---|---|---|
| Approve commitmentPurchasing Approver decides on the submitted scope. | Purchasing Approver | |
| Review allocationPurchasing Approver checks the shipment charge and basis. | Purchasing Approver |
2 approval rules · set per role in Proto
Roles
A workspace for each role
Everyone opens SCM with Landed Cost Calculation to the work that is theirs. Pick a role to see what it starts with.
Buyer
Prepare assigned operational records and execute eligible reviewed actions.
This is the first screen this role sees.
OverviewApproved commitments×
Approved commitments
Purchase requests · Buyer
Approved3
Import ceramic tableware for fall rangePO 88213
19 Oct
Buy glass carafes for holiday stockPO 88304
16 Oct
Source bamboo organizers for retailPO 88342
22 Oct
Add
Ordered3
Order woven baskets for East storesPO 88227
Replenish cotton throws from millPO 88319
Purchase canvas totes for springPO 88401
Add
App Administrator
Maintain organization configuration and membership.
This is the first screen this role sees.
OverviewRequest status board×
Request status board
Purchase requests · App Administrator
Draft2
Import ceramic tableware for fall rangeClearford Glassworks
680
Purchase canvas totes for springBamboo Quay Workshop
170
Add
Submitted1
Order woven baskets for East storesNorthfield Canvas Co.
100
Add
Approved1
Buy glass carafes for holiday stockBamboo Quay Workshop
720
Add
Ordered1
Replenish cotton throws from millBamboo Quay Workshop
720
Add
Received1
Source bamboo organizers for retailPine Harbor Ceramics
760
Add
Purchasing Approver
Review eligible revisions independently and reconcile operational evidence.
This is the first screen this role sees.
OverviewApproved commitments×
Approved commitments
Purchase requests · Purchasing Approver
Approved3
Import ceramic tableware for fall rangePO 88213
19 Oct
Buy glass carafes for holiday stockPO 88304
16 Oct
Source bamboo organizers for retailPO 88342
22 Oct
Add
Ordered3
Order woven baskets for East storesPO 88227
Replenish cotton throws from millPO 88319
Purchase canvas totes for springPO 88401
Add
Auditor
Read authorized evidence and reports.
This is the first screen this role sees.
OverviewReviewed allocations×
Reviewed allocations
Freight allocations · Auditor
| Parent | Shipment reference | Cost USD | Allocation basis | Allocated at | Decision at | |
|---|---|---|---|---|---|---|
| Import stoneware serving plates | BOL 461883 | 290 | By cubic volume | 16 Oct | 24 Oct | |
| Import ceramic tableware for fall range | BOL 462107 | 330 | By gross weight | 30 Oct | 03 Nov | |
| Import ceramic tableware for fall range | Booking BK-77102 | 500 | By item value | 18 Oct | 26 Oct | |
| Source bamboo organizers for retail | Container CNU-410823 | 820 | By unit count | 18 Oct | 25 Oct | |
| Purchase canvas totes for spring | Air waybill 918-34052 | 570 | By pallet position | 28 Oct | 03 Nov |
6 of 6 records
Receiving Clerk
Records accepted quantities and invoice references for purchase lines after physical receipt.
This is the first screen this role sees.
OverviewPurchase line acceptance×
Purchase line acceptance
Purchase lines · Receiving Clerk
| Parent | Line number | Item description | Requested quantity | Accepted quantity | Accepted at | |
|---|---|---|---|---|---|---|
| Replenish cotton throws from mill | 890 | Stoneware dinner plate, 10 in | 160 | 580 | 11 Oct | |
| Replenish cotton throws from mill | 170 | Woven storage basket, medium | 40 | 50 | 15 Oct | |
| Source bamboo organizers for retail | 350 | Glass carafe, 1 liter | 410 | 270 | 19 Oct | |
| Buy glass carafes for holiday stock | 50 | Cotton throw, ivory, 50 x 60 | 400 | 30 | 19 Oct | |
| Replenish cotton throws from mill | 900 | Bamboo desk tray, walnut | 540 | 20 | 16 Oct |
6 of 6 records
Reports
See commitments and exceptions
Read commitment, receipt and landed charge evidence from the operating records.
Overview×
SCM with Landed Cost Calculation · Overview
SCM with Landed Cost Calculation dashboard
This quarter
Freight allocations in view
6Total cost USD
2,590Purchase requests by status
How far records got this quarter
| Stage | Reached | Step | |
|---|---|---|---|
| Draft | 36 | ||
| Submitted | 9 | 25% | |
| Approved | 2 | 22% | |
| Ordered | 1 | 50% |
Number of purchase requests by status
Sample counts per stage
- 01Purchase request pipeline
Group purchase requests by status, organization and requested amount.
- 02Supplier commitment ledger
Show each supplier's purchase requests and their order references.
- 03Accepted quantity variance
Compare requested and accepted quantities by purchase request and line.
- 04Allocation cost by shipment
Compare freight allocation cost and basis by shipment reference.
- 05Allocation decision register
Show freight allocations with parent request and recorded decision date.
- 06Approval decision history
Review decision, reason, reviewer and source revision.
- 07Operation exception register
Group failed and needs-review receipts by action and occurrence date.
- 08Evidence register
List attachments under each purchase request by type and visibility.
Who it's for
Fit your buying operation
See how SCM with Landed Cost Calculation fits your kind of team.
Controls
Reconcile every effect
Each stage of request to landed cost names the role that acts and the status it records, so a change is never anonymous.
OverviewRequest to landed cost×
SCM with Landed Cost Calculation · Process
Request to landed cost
Each stage, the role that acts and the status it records
Process stages
10Approval steps
2Roles involved
3Tables touched
7Submit request
BuyerStatusDraft → Submitted
RecordsOperation receipts
Approve commitmentApproval
Purchasing ApproverStatusSubmitted → Approved
Issue supplier order
BuyerStatusApproved → Ordered
RecordsSuppliers
- StartOperation receiptsSubmit requestDraft → Submitted
- ApprovalPurchasing ApproverApprove commitmentSubmitted → Approved
- StepSuppliersIssue supplier orderApproved → Ordered
- StepPurchase linesRecord receiptOrdered → Received
- ApprovalPurchasing ApproverReview allocationSubmitted → Approved
AI agent
Ask Proto about the record
Ask Proto to help prepare and inspect purchase and allocation records.
It can
- Buyer: Find my purchase requests due today and show the supplier, status and requested amount.
- Approver: Show submitted requests and the revision each decision would cover.
- Auditor: Trace an allocation to its parent request, decision and operation receipt.
Stays with a person
- Proto can help read and prepare records within the access granted to the person using it.
- A Purchasing Approver still makes the independent decision.
- A supplier handoff or receipt needs its own retained evidence before the team treats it as complete.
Show allocations awaiting review with their shipment reference, cost, basis and parent request revision.
Proto can help read and prepare records within the access granted to the person using it.
Data model
Your data, in tables you can change
Every record lives in a table you can see, extend and export. Add fields or whole tables in Proto.
Browse all 10 tables10tables
- Purchase requests3
- Purchase lines3
- Suppliers and organizations5
- Approvals4
- Freight allocations4
- Receipt evidence4
Implementation
Roll out one team at a time
Start with one team and one process, then add the rest once the basics are running.
Set scope
Choose the first organization, supplier group and buying team. Confirm membership and decision ownership.
Prepare records
Bring in active suppliers and a small set of purchase requests with lines, amounts and required dates.
Rehearse decisions
Have a Buyer submit a request and a distinct Purchasing Approver decide on the exact revision.
Follow the handoff
Check an order reference, accepted quantities, invoice reference and operation receipt.
Review landed cost
Prepare a shipment allocation and test its approval and reconciliation path.
Pricing
$0per user
The base account and everyday work in the ERP.AI app are free, for every user.
- No per-user or per-seat fees
- Viewing, editing, approving and exporting records in the app is free
- Pay only for machine work: API calls, imports, workflows and AI agents
- Prepaid credits from $5. Purchased credits never expire
Machine work rate card Included per $1 of credit
| 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 |
How do I get started?
Click Get started, then use Proto to configure SCM with Landed Cost Calculation for your business. Pilot one organization, one supplier and one purchase request with a freight charge.
Who prepares purchase requests?
Buyer prepares the request, selects the supplier and owns the submitted scope.
Who approves a commitment?
Purchasing Approver decides on the submitted purchase request revision independently of the requester.
Where do accepted quantities go?
Record accepted quantity and date on each purchase line, with the invoice reference for that accepted scope.
How is a landed charge recorded?
A freight allocation keeps the shipment reference, cost in USD, allocation date and basis against the parent purchase request.
Can a buyer approve an allocation?
The submitted allocation goes to Purchasing Approver for an independent decision.
How do we find a failed handoff?
Review operation receipts with Failed or needs review result state and compare their references with the parent records.
What evidence can we attach?
Each attachment keeps a title, file, evidence type, uploader, visibility and parent purchase request.
How are suppliers scoped?
Each supplier belongs to an organization and has an active setting and eligibility note.
Where does invoice payment happen?
Connect the finance system that owns payment. The purchase line retains the invoice reference for matching.
Set up SCM with Landed Cost Calculation your way.
Start free, then use Proto to change fields, steps and approvals before your team goes live.