Requisitions arrive as emails
Someone asks for something, someone else approves it in a reply, and the only record of why it was bought is in a mailbox.
Procurement
Source to pay, with the paperwork already done
Requisition to purchase order to goods receipt to vendor invoice — one chain, one item catalogue, and approvals your finance team already asks for.
Nine tools · Three-way matching · Shares its item catalogue with Inventory and Manufacturing
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Before Caspian ERP
Buying is fast; proving what you bought is not
The order is easy. Reconciling the order, the delivery and the invoice three weeks later is where the cost sits.
Nobody can match three documents
The PO says one quantity, the delivery note another, the invoice a third. Reconciling them is manual, slow, and where money quietly leaks.
Vendor performance is anecdotal
Everyone knows which supplier is late. Nobody can show it at the contract review, so the same supplier is renewed again.
What it does
The whole chain, connected end to end
Each document is created from the one before it, so the numbers cannot drift apart.
Requisitions with a real approval path
Demand is raised where it happens, approved by the right person, and carries its justification forward.
- Raised by the department that needs the item
- Routed for approval against your own thresholds
- Converted into a purchase order without re-keying
- The reason for the purchase stays attached to it
Purchase orders that track to receipt
Orders issued against approved requisitions, and followed to delivery.
- Issued to a vendor from the register, with agreed terms
- Line items drawn from the shared item catalogue
- Status visible from draft through to fully received
- Partial deliveries handled rather than fudged
Goods receipts and three-way matching
What arrived, checked against what was ordered and what was invoiced.
- Receipts recorded at the warehouse, against the order
- Quantities and discrepancies captured at the gate
- Stock updated in Inventory by the same action
- Invoice matched against order and receipt before it is paid
Vendors, contracts and scorecards
One supplier register that holds the commercial relationship, not just a name and an address.
- Vendor register with contacts, terms and documents
- Contracts with dates, values and renewal visibility
- Scorecards built from delivery and quality history
- Performance you can show at a review, not just assert
Contractor personnel, held to your standard
The people a vendor sends to site are tracked with the same competency rules as your own employees.
- Contractor personnel recorded against their vendor
- Certificates and validity tracked like an employee’s
- Visible in the same competence checks before mobilisation
- No blind spot because someone is on a different payroll
One item catalogue for the whole platform
The item you buy is the item you stock, consume and invoice against.
- A single catalogue record shared across modules
- Procurement item, stock line, BOM component and invoice line agree
- No mapping table between purchasing and inventory
- Spend analysis that means something because codes are consistent
Requisition to payment, without re-keying
Each step creates the next, and the three-way match happens because the documents already reference each other.
Requisition
Approved
Purchase order
Goods receipt
Vendor invoice
Payment
Every tool in the module
Nine tools across source to pay
The full chain, plus the supplier relationship around it.
Requisitions
Internal purchase requests with justification and approval, raised by the department that needs the item.
Purchase Orders
Orders issued to vendors against approved requisitions, tracked from draft through to fully received.
Vendors
The supplier register — contacts, terms, documents and the history behind the relationship.
Personnel
Contractor personnel supplied by vendors, tracked with the same competency and certificate rules as employees.
Items
The shared item catalogue used by procurement, inventory, manufacturing and finance alike.
Contracts
Supplier contracts with values, dates and renewal visibility, so nothing rolls over unnoticed.
Goods Receipts
What actually arrived, recorded against the order — and the same action that moves stock in Inventory.
Vendor Invoices
Supplier invoices matched against the purchase order and the goods receipt before they reach payment.
Vendor Scorecards
Delivery and quality performance per supplier, built from records rather than recollection.
Connected, not bolted on
Where the chain crosses into other modules
Procurement is the point where money, materials and people all enter the operation.
Stock moves on receipt
Recording a goods receipt is what puts the item into a warehouse — there is no second data entry step to keep stock accurate.
Invoices become bills
A matched vendor invoice flows into the ledger with its account and tax treatment, ready for payment.
Contractors in the matrix
Vendor personnel are checked for competence exactly like employees, so a contract crew cannot arrive uncertified.
Who lives in it
For everyone who touches a purchase
From the person who needs it to the person who pays for it.
Buyer
Turns approved requisitions into orders, chases delivery, and has vendor performance to hand at the next review.
Storekeeper
Records what actually arrived at the gate — and in the same action updates stock and enables the invoice match.
Finance controller
Pays against a three-way match rather than against a PDF and a hope, and can trace any spend back to its requisition.
Yours to shape
Configure procurement to your approval culture
Approval thresholds are a policy decision, not a product limitation.
- Set approval thresholds and who signs at each level
- Decide whether purchase orders require a matched receipt before invoicing
- Structure the item catalogue with your own categories and codes
- Choose which departments may raise requisitions and which may issue orders
- Track contractor personnel against the same training modules you use internally
Procurement · Settings
| Setting | Value |
|---|---|
| Requisition approval | 2 levels |
| Three-way match | Required |
| PO numbering | PO-##### |
| Vendor scorecards | Quarterly |
| Contractor competence | Same as employees |
Procurement questions we get asked
Does a goods receipt update stock automatically?
Yes. The receipt is the stock movement — procurement and inventory share the same item catalogue and the same warehouse records, so there is no second entry and no reconciliation between the two.
Can we enforce that invoices are matched before payment?
Yes. Three-way matching between the purchase order, the goods receipt and the vendor invoice is a configurable requirement. Your administrator decides how strict it is.
How are contractor personnel different from employees?
They belong to a vendor rather than to your payroll, and they are recorded in Procurement for that reason. Everything else is the same: certificates, validity dates and competence checks before they are allowed on a job.
Where do vendor scorecards come from?
From the delivery and quality history already recorded against that vendor’s orders and receipts. They are not a separate survey someone has to fill in.
Can we import our supplier list and item catalogue?
Yes, both support CSV import and export. Agreeing your item categories before the first import saves rework later, since the catalogue is shared with inventory, manufacturing and finance.