Buy with a trail: requisition, quotations, order, receipt, invoice
A purchase moves from requisition to quotations, order, goods received and the supplier’s invoice, and into the ledger. Above the value you set it needs three written quotations — or a written deviation approved by someone else — and the integrity checks look for quotations that seem to come from one person.
Who uses it
- Buyer
- Approver
- Stores
- Finance manager
What it does
- Requisitions, quotations, purchase orders, goods received and supplier invoices in one chain, posted to the ledger.
- A three-quote rule above a value you set, with a written deviation approved by someone other than the requester.
- Choosing a quotation that is not the cheapest needs a reason, recorded with who chose it.
- Integrity checks: quotations sharing contact details or bank accounts, and suppliers matching employees.
- Products and stock levels; multi-location warehousing and stock transfers.
- Suppliers, bills and payment runs approved before payment.
How it works
- Raise a requisition.
- Collect quotations and choose one; deviations are written and approved.
- Order, receive the goods, match the supplier’s invoice.
- Pay through an approved payment run.
The controls that protect it
- The requester never approves their own deviation or payment run.
- Integrity findings are flagged for a person to review; nothing is blocked silently.
What it does not do (yet)
- Approved scanned invoices post to the ledger but are not yet raised as bills for payment runs.
