How Procurement is organised
Tabs: Purchase Orders, Suppliers, Vendor Credits, Requisitions, RFQs, Recurring POs, PO Templates, Reports and Portal Links. The Suppliers tab has a Supplier Scorecard with on-time delivery and lead times.Common tasks
Add a supplier
Choose Add Supplier: the business, a contact person, email and phone, address, category, VAT or tax ID and payment terms. For each supplier you can keep what they sell you, with their price, reference, lead time and minimum quantity, and purchase orders fill in from it.Ask for something to be bought
Choose New Requisition: the department, when it is needed, the items with an estimated price, and why. Who approves it is set in Human Resources → Governance → Approval Policies, and the person who raised it can never approve it themselves.Get quotes from suppliers
Choose New RFQ and add the suppliers. Enter each supplier’s quoted total as it comes in, then Create PO for the one you choose.Raise a purchase order
Choose New Purchase Order (or From a document, to read a supplier’s quote into a new order). Add the supplier and the lines, and, if you like, the project and cost center it is for. When you save, the order is Sent, or Pending Approval when an approval policy applies to it. You can email it to the supplier from the order.Receive the goods
Open the order and choose Receive Goods. For each line, choose whether it goes into stock or is used in the business as an expense, and add batch and expiry details or landed costs (freight, customs, handling) if you have them. Then Confirm Receipt.Record the supplier’s bill
From the order, choose Create Bill. If the bill does not match what was ordered and received, Softbooq stops it so you can approve it anyway, ask for a correction or reject it. Add a bill sends a supplier bill you received to the Invoice Inbox in Finance.Let suppliers see their orders
From a supplier’s menu, Share Portal creates a time-limited link where the supplier sees their orders and quotes requests, acknowledges an order and posts delivery updates. Active links are listed under Portal Links.See also
Finance
Bills and Payment Runs.
Products & Services
Where received stock goes.
Payments
Paying suppliers through Wise or Revolut, or a bank file.