Purchase (procure to pay)

Module guide

Purchase manages spending: approved vendors, internal requests, competitive quotes, firm POs, receiving, vendor invoices, debit notes, and payments. The Purchase overview dashboard summarizes spend and open documents.

How to use every screen? Purchase — how to use — full step-by-step guide.

Procure-to-pay at a glance

Maintain approved vendors and optional price lists / contracts.
Raise a purchase requisition when a department needs material.
Optional: run an RFQ and award a vendor.
Create a purchase order (or release from a blanket PO).
Receive goods via Goods receipt (GRN) — updates inventory.
Enter the vendor purchase invoice; three-way match (PO, GRN, invoice).
Pay the vendor and allocate payment to invoices.

Overview / dashboard

Menu path: /workspace/{your-company-slug}/purchase

KPIs: open POs, spend trends, pending approvals.

Vendors

Menu path: /workspace/{your-company-slug}/purchase/vendors

Supplier master; typically Approved before use on POs.

Approval thresholds

Menu path: /workspace/{your-company-slug}/purchase/approval-settings

Amount tiers for PR, PO, and PI multi-level approvals.

Purchase requisitions

Menu path: /workspace/{your-company-slug}/purchase/requisitions

Internal requests for approval before buying.

RFQs

Menu path: /workspace/{your-company-slug}/purchase/rfqs

Request for quotation; compare and award.

Blanket POs

Menu path: /workspace/{your-company-slug}/purchase/blanket-orders

Long-term agreements; release individual POs.

Purchase orders

Menu path: /workspace/{your-company-slug}/purchase/orders

Commitment to buy; tracks receipt and billing.

Goods receipts

Menu path: /workspace/{your-company-slug}/inventory/goods-receipts

Also under Purchase. Posts stock on delivery.

Purchase invoices

Menu path: /workspace/{your-company-slug}/purchase/invoices

Vendor bills (AP); approval, hold, payment tracking.

Debit notes

Menu path: /workspace/{your-company-slug}/purchase/returns

Returns or credits from vendor.

Payment runs

Menu path: /workspace/{your-company-slug}/purchase/payment-runs

Select open AP invoices, confirm, generate scheduled payments, execute.

Vendor payments

Menu path: /workspace/{your-company-slug}/purchase/vendor-payments

Outbound payments with invoice allocation.

Vendor performance

Menu path: /workspace/{your-company-slug}/purchase/vendor-performance

On-time delivery and quality by vendor.

Price lists

Menu path: /workspace/{your-company-slug}/purchase/price-lists

Contract pricing; speeds PO entry.

Reports

Menu path: /workspace/{your-company-slug}/purchase/reports

AP aging, spend, GSTR-2, TDS register; export CSV or ZIP from hub.

Purchase order statuses

Status	Meaning
Draft	Editable; not sent
Pending approval	Waiting for approver
Approved	Ready to send to vendor
Sent to vendor	Issued; awaiting acknowledgement
Acknowledged	Acknowledged
Partially received	Some lines received on GRN
Fully received	All ordered qty received
Billed	Matched to vendor invoice
Closed	Complete
Cancelled	Voided

Purchase invoice statuses

Status	Meaning
Draft	Editable while in this state.
Pending approval	Editable while in this state.
Approved	Locked for editing; use workflow actions.
Partially paid	Locked for editing; use workflow actions.
Fully paid	Locked for editing; use workflow actions.
On hold	Editable while in this state.
Cancelled	Locked for editing; use workflow actions.
Disputed	Locked for editing; use workflow actions.

Three-way match

For purchase invoices linked to a PO and GRN, the system compares ordered, received, and invoiced quantities and amounts. Mismatches flag exceptions before approval or payment.

Purchase — how to use — Full guide
Inventory — how to use (GRN)