Purchase Control
Advanced purchase order management with verification workflow and complete purchase control.
Purchase Control Features
Maintain complete control over your purchasing process.
Purchase Orders
Create purchase orders with multiple line items. Track order status from creation to delivery. Link to suppliers and parts catalog.
Verification Workflow
Manager verification required for purchase orders above threshold. Two-stage approval process ensures proper authorisation.
GRN Processing
Receive goods with Goods Received Note (GRN) creation. Match received quantities to purchase orders. Update stock levels automatically.
Invoice Matching
Link supplier invoices to GRNs and purchase orders. Three-way matching ensures accuracy. Track invoice payments.
Manager Assignment
Assign managers to purchase orders for verification. Track who approved what and when. Complete audit trail.
Verification Dashboard
Central dashboard showing all purchase orders pending verification. Quick access to approve or reject orders.
Invoice Upload
Upload supplier invoice PDFs directly to purchase orders. Store invoices securely for reference and audit purposes.
Complete Audit Trail
Track every step of the purchase process from order creation to payment. Full history of all changes and approvals.
Purchase Control Benefits
Why purchase control matters for your business.
Prevent Fraud
Verification workflow prevents unauthorised purchases. Manager approval required for high-value orders.
Cost Control
Track spending and maintain budgets. Monitor purchase patterns and identify cost-saving opportunities.
Accuracy
Three-way matching ensures invoices match orders and receipts. Prevent billing errors and discrepancies.
How Purchase Control Works
A complete workflow from purchase order creation to invoice payment.
1. Purchase Order Creation
When parts need to be ordered, a purchase order is created with supplier details, delivery address, and line items. Each line item includes part number, description, quantity, unit price, and expected delivery date. The system calculates totals including VAT and tracks the order status from creation through to completion. Purchase orders are numbered sequentially for easy reference.
2. Manager Verification Workflow
For purchase orders above a configured threshold, manager verification is required before the order can be sent to the supplier. The system automatically routes orders to assigned managers based on order value or category. Managers receive notifications and can approve or reject orders with comments. The verification dashboard shows all pending orders requiring attention, allowing quick review and decision-making.
3. Order Submission & Tracking
Once verified (or if below threshold), purchase orders are submitted to suppliers. The system tracks order status including "Pending", "Sent", "Acknowledged", "Partially Received", and "Fully Received". Expected delivery dates are monitored, and notifications are sent when deliveries are due or overdue. Purchase orders can be printed or emailed directly to suppliers.
4. Goods Receipt Note (GRN) Processing
When goods arrive from suppliers, a GRN is created matching received items to the purchase order. The system validates quantities received against ordered quantities, flagging any discrepancies. Received quantities can be partial (for split deliveries) or complete. Once the GRN is confirmed, stock levels are automatically updated, and the purchase order status reflects the receipt status.
5. Supplier Invoice Matching
When supplier invoices arrive, they're matched to GRNs and purchase orders in a three-way matching process. The system validates invoice line items against received goods and original purchase order details. Any discrepancies (quantity, price, or item differences) are flagged for review. Invoice PDFs can be uploaded directly to the system for secure storage and reference.
6. Invoice Approval & Payment
Once invoices are matched and verified, they're approved for payment. The system tracks invoice status including "Pending", "Matched", "Approved", and "Paid". Approved invoices are passed to accounts payable for payment processing. The complete audit trail records who approved each invoice and when, ensuring proper authorisation.
7. Complete Audit Trail
Every step of the purchase process is logged with timestamps, user information, and change details. This includes order creation, manager verification, GRN processing, invoice matching, and payment approval. The complete audit trail ensures compliance, prevents fraud, and provides full transparency for financial audits.
8. Reporting & Analysis
The system generates comprehensive reports on purchase activity including order volumes, supplier performance, delivery times, and spending patterns. Managers can analyse purchasing trends, identify cost-saving opportunities, and monitor compliance with purchasing policies. Real-time dashboards provide instant visibility into purchase control operations.
Purchase Control Security
Enterprise-grade security features to protect your business.
Role-Based Access
Granular permissions control who can create orders, verify orders, and approve invoices. Prevent unauthorised purchases.
Budget Controls
Set budget limits by department or category. Automatic alerts when approaching or exceeding budgets.
Three-Way Matching
Ensure invoices match orders and receipts. Prevent billing errors and fraudulent invoices.
Complete History
Every change is logged with user, timestamp, and reason. Full audit trail for compliance and accountability.