What Procurement owns
- Purchase orders — formal orders issued to suppliers
- Suppliers — the master supplier directory
- Requisitions — internal purchase requests pending approval
- Requests for quote (RFQs) — competitive quote requests sent to multiple suppliers
- Payment Runs — batch outbound vendor payments via Wise or Revolut
Data flows out of Procurement to
| Module | What it sends |
|---|---|
| Inventory | Stock receipts on delivery |
| Finance | Vendor bills |
Data flows into Procurement from
| Module | What it sends |
|---|---|
| Projects | Project purchase orders |
| Maintenance | Parts orders |
Common tasks
Add a supplier
Enter supplier details
Fill in company name, primary contact name, email, phone, and registered address.
Set payment terms
Choose the default payment terms for this supplier (e.g. Net 30). These pre-fill on every PO raised for them and on the vendor bill in Finance.
Add bank details (optional)
If you pay this supplier via bank transfer, add their account details here. These are used when processing payment runs.
Raise a purchase order
Add line items
Add the items you are ordering, their quantities, and the agreed unit prices. Items can be selected from your Inventory catalogue or entered as free text for one-off purchases.
Link to a project (optional)
If this PO is for a specific project, link it here. The cost will appear in the project’s budget under Materials.
Submit an internal requisition
Describe what you need
Enter a description of the items required, estimated cost, and reason for the purchase.
Attach supporting information (optional)
Attach a quote from a supplier, a product link, or any supporting document for the approver.
Submit for approval
The requisition is sent to your manager for approval. You will be notified when it is approved or rejected.
Send an RFQ to multiple suppliers
Add the items you want to quote
Enter descriptions, specifications, and quantities for each item you need priced.
Select the suppliers to invite
Choose two or more suppliers from your directory. Each will receive the same RFQ by email.
Set a response deadline
Choose the date by which quotes must be received. Suppliers are reminded automatically as the deadline approaches.
Compare responses
As quotes arrive, log them against the RFQ. The comparison table shows each supplier’s price side by side.
Receive goods and record the vendor bill
Click Receive Goods
Confirm the quantities received. If the delivery is partial, enter only what arrived — the remaining balance stays open on the PO.
Note any discrepancies
If the quantity received differs from the PO, note the discrepancy. This triggers a notification to the supplier and is logged for dispute resolution.
Record the vendor bill
Click Create Vendor Bill. The bill is pre-filled from the received quantities and agreed unit prices. It appears in Finance → Vendor Bills for payment.
Run a Payment Run (batch vendor payments)
Payment Runs let you settle multiple vendor bills in one go via a single bulk transfer through Wise Business or Revolut Business. This replaces the manual “log into bank, type 30 transfers, click confirm 30 times” loop.Connect Wise or Revolut first
Go to Settings → Integrations → Payments and follow the connect flow. Both are BYOK (you supply API credentials). See Outbound Payments for setup.
Select bills to pay
Filter by due date, supplier, or currency. The total per currency is shown at the top.
Pick the funding source
Choose the Wise profile or Revolut business account, and the currency balance to draw from.
Review and execute
Each line shows the supplier, bank details, FX rate (if applicable), and amount. Click Execute. Provider may require a final approval in their app for high-value batches.
Suppliers must have bank details on their record (IBAN/BIC for EU, account/sort code for UK, etc.) to be included in a run. Suppliers without bank details are filtered out automatically with an inline warning.
Manage supplier performance
Open a supplier record → Activity tab
View the full history of POs, RFQs, and deliveries with this supplier.
Review on-time delivery rate
The system tracks expected vs actual delivery dates. Suppliers with consistently late deliveries are flagged.
Troubleshooting
A vendor bill was created twice for the same PO
A vendor bill was created twice for the same PO
This happens if a PO was received and a bill was also created manually. Open both bills and compare the reference number, supplier, and amount. Delete the duplicate if it has not been paid — go to the bill and select Delete. If both have been paid, create a credit note in Finance against the duplicate.
Stock is not updating in Inventory after receiving goods
Stock is not updating in Inventory after receiving goods
Stock updates when you click Receive Goods and confirm the quantities on the PO. If you skipped that step and only created the vendor bill, go back to the PO and process the goods receipt. The bill and goods receipt are separate steps.
I sent a PO but the supplier says they didn't receive it
I sent a PO but the supplier says they didn't receive it
Check that your email provider is connected under Settings → Email. Open the PO and use Resend to send it again. You can also download the PO as a PDF from the PO record and attach it to a manual email.
A requisition has been pending approval for a long time
A requisition has been pending approval for a long time
Check who the approver is — it is based on the submitter’s reporting manager set in HR. If the manager is unavailable, an Admin can approve the requisition directly from Procurement → Requisitions.
The PO amount and vendor bill amount do not match
The PO amount and vendor bill amount do not match
This is a three-way match failure. Common causes: supplier invoiced a different quantity than was received, or the price on the supplier’s invoice differs from the agreed PO price. Open both the PO and the bill, compare line by line, and either update the bill to match the PO or raise a dispute with the supplier.
FAQ
Can I raise a PO without a prior requisition?
Can I raise a PO without a prior requisition?
Yes. Requisitions are optional. You can create a PO directly without an approval workflow. If your organisation requires requisitions for spend controls, this can be enforced under Settings → Procurement → Require Requisition Approval.
Can I order items that are not in my Inventory catalogue?
Can I order items that are not in my Inventory catalogue?
Yes. When adding line items to a PO, you can enter a free-text description for items that are not in the catalogue. These one-off items are not tracked in Inventory — they are expensed directly to Finance. To start tracking an item in Inventory, add it to the catalogue first.
Can suppliers submit quotes through a portal?
Can suppliers submit quotes through a portal?
Not directly — suppliers respond by email. You then manually enter their quoted prices into the RFQ comparison table. A supplier self-service portal is on the product roadmap.
How do I handle a PO for a service rather than a physical good?
How do I handle a PO for a service rather than a physical good?
Select Service as the item type on the line item. Service POs do not trigger a goods receipt step — they go directly to vendor bill creation once the service is delivered.
Can I set spending limits per department or per approver?
Can I set spending limits per department or per approver?
Yes. Go to Settings → Procurement → Approval Rules to set spend thresholds. For example: purchases under £500 can be approved by a Manager; over £500 require an Admin. Thresholds can be set per department.
See also
Inventory
Received purchase orders update stock levels automatically.
Finance
Approved POs generate vendor bills in Finance.
Assets
Capital purchases can be recorded as fixed assets on receipt.