How to Run the Procure-to-Pay Flow

Step 1 — Raise a purchase request

1. Go to Procurement → Purchase Requests
2. Click + New Request
3. Add the items and quantities you need, and submit it for approval
4. The request routes to the approver defined by your workflow

Step 2 — Convert the approved request to a purchase order

1. Once approved, open the request
2. Click Convert to PO
3. Choose the vendor (or confirm the suggested one) and review the lines
4. Send the purchase order to the supplier

The PO carries the requested items, quantities, and agreed prices — nothing is re-typed.

Step 3 — Receive the goods

When the delivery arrives:

1. Go to Purchasing → Goods Receipts
2. Click + New Receipt and select the purchase order
3. Enter the quantities actually received (full or partial)
4. Save the receipt

Stock levels for those items update automatically in Inventory.

Step 4 — Review the draft vendor bill

1. Posting the receipt raises a draft vendor bill automatically
2. Go to Accounting → Bills to find it
3. The bill is 3-way matched against the purchase order and the goods receipt — quantities and prices are already filled in
4. Review, adjust if necessary, and approve it for payment

Handling partial deliveries

• Receive only what arrived — the PO stays open for the outstanding quantity
• Post another receipt when the rest arrives; each receipt raises its own matched bill line

Tips

• Keep vendor prices up to date so the 3-way match lands cleanly
• Use purchase-request approval limits to route larger spend to senior approvers
• The draft bill is never paid automatically — a person always approves it first

Where to go next

• Understand the whole module → How the Procure-to-Pay Automation Spine Works
• Next in this module → Procure-to-Pay — Purchase Request → PO → Goods Receipt → Bill
• How Purchasing & Procurement Works
• See where this fits in the bigger picture → How Procure-to-Pay Works