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A requisition becomes an order, the order becomes a goods receipt, the receipt becomes a bill. Each one carries the last one’s number — so what was asked for, what turned up and what you were charged for are three columns you can read across, not three people’s memories.
Where it goes
Receiving goods is not a filing exercise. The moment a receipt is entered the stock exists, the liability exists and the cost is attached to the item — without anyone opening another screen.
Raised once, from a requisition somebody approved, against a supplier on your list.
The one thing it does not do on its own is decide the purchase was a good idea. That is what the requisition and its approval are for.
What is in it
Somebody asks, somebody approves. The list keeps who requested it and the date it was approved in two separate columns, and the order that follows quotes the requisition number.
See how it worksOne order, four quantity columns: ordered, received, returned and billed. While those four disagree, the order is not closed.
See how it worksFor the purchase that never had an order — a supplier receipt number, the lines, VAT and additional charges, and a payment method, in one form.
See how it worksEvery supplier bill with its total, what has been paid and what is still due, and three running figures across the top for all of them at once.
See how it worksPay a bill in as many instalments as it takes, by any method. Each payment is recorded first and verified second, so nothing is treated as cleared before it is.
See how it worksSend goods back against the order they came in on. The returned quantity goes into the order’s own column, so the paperwork still reconciles.
See how it worksDay to day
Nobody re-keys the line items. Each step opens with the last step’s lines already on it, and you change what actually differed.
A requisition, with a need-by date per line. It records who requested it and, separately, the date it was approved.
The approved requisition becomes an order against a supplier, still carrying the requisition’s number.
A goods receipt against the order, so the received quantity can differ from the ordered one and both stay on the record.
The bill carries VAT, discount and any additional charges. Pay it in one go or in instalments, by whatever method.
How it holds
Both of these are ordinary and both are where money goes missing in a business that runs procurement on email and a spreadsheet.
The order keeps all three on the same line, plus what you sent back. A supplier who ships 1,400 against an order for 1,500 and bills you for 1,500 has nowhere to hide — you are reading the discrepancy, not hunting for it. The bill can legitimately exceed the order, because VAT and additional charges are added at the billing step; the point is that you see by how much.
Entering a payment does not assert that it cleared. It sits as In-Process until somebody verifies it, which is a separate action and can be a separate person — so the clerk who pays and the person who confirms the bank took it need not be the same one.
Bills, direct purchases and returns all take an attachment of up to 5MB, so the supplier’s own paperwork stays with the document.
Why it matters
Buying badly is quiet. Nobody notices the short delivery that was paid in full, or the second payment against a bill that was already settled, until somebody goes looking a quarter later.
What comes out
Every list carries its own running totals at the top and its own filters, so the answer is a filter away rather than an export away.
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The three figures across the top of All Bills — total, paid and due — respond to whatever you have filtered to. Narrow it to one supplier and you are looking at that supplier’s account without running a report at all.
Getting started
How long it takes depends on how you work and what has to come across from wherever it lives now. That is what the second step is for — and nothing is committed before it.
30 days, no card, nothing to install. Put a real week of your own work through it rather than a demo of ours.
We go through how you actually work — the documents, who should see what, and what has to come across into purchase.
Modules configured to that, roles set screen by screen, and your team taken through the parts they will each use.
Phone, email or online, from the team that built it. Nobody hands you to a reseller once the invoice is paid.
Questions
That is the order screen’s default view. Every line carries ordered, received, returned and billed quantities side by side, and the order stays open while they disagree.
You can go straight to an order, or skip both and enter a direct bill for a purchase that never had one. Where a requisition is used, the order quotes its number and the requisition records who asked and when it was approved.
Because VAT, discount and additional charges are applied at the billing step rather than the ordering one. Both figures stay visible against the same order, which is the point — you can see exactly what was added after you agreed the price.
Yes, and each instalment is its own record with its own method and status. The bill row shows the total, what has been paid and what is still due, so a part-paid bill cannot be mistaken for a settled one.
A recorded payment sits as In-Process until it is verified, which is a separate action. That lets the person who enters payments and the person who confirms the bank took them be two different people, without anything extra to configure.
Yes. A goods receipt raises available stock in the warehouse it was received into and posts the liability to the ledger at the same time. Nobody re-types it into inventory or into accounting.
The rest of it
Start the trial and put a week of real work through it, or have us walk you through purchase against the way you already do it.
