Procure to pay: from requisition to supplier payment

#Purpose and scope

This chapter covers buying goods and services with BSuit’s procurement documents: requisition, request for quotation (RFQ), purchase order (PO), goods receipt note (GRN), supplier invoice, payment and returns. Suppliers take part through the Vendor Portal.

#Two ways to buy — choose one

BSuit offers two purchasing models. They do not share documents, so pick one per organisation or per category of spend and use it consistently.

#Before you start

1. Suppliers (with a party ledger), products, units, warehouses, currencies and tax codes.
2. Inventory posting ledgers (stock, goods-received control, COGS, variance) in inventory posting configuration.
3. Purchase-invoice posting configuration (Invoice posting config): AP control ledger and default expense ledger.
4. Approval workflows for PREQ (requisitions), GRN-RCV (receipts) and BANK-PAY (payments).
5. Budgets per cost centre if you want spend control at requisition.

#1. Raise a purchase requisition

1. Open Requisitions and create a requisition with the items, quantities, priority (low, normal, high, urgent) and cost centre.
2. Choose Save & Submit (or Submit for approval on a saved draft).
3. BSuit checks the budget for the cost centre. A blocking rule stops submission; a warning rule lets it through with a warning.
4. The requisition goes to the PREQ approval workflow. Approvers act from their approvals inbox.

#2. Request and compare quotations (RFQ)

1. In RFQs create an RFQ with lines and scoring criteria.
2. Invite at least one supplier. The RFQ becomes Sent and invited suppliers respond in the Vendor Portal.
3. Score each response, then Award the winner. BSuit creates a draft purchase order from the winning response and marks the other responses rejected.

#3. Create and issue the purchase order

1. Open Purchase orders › New, or open the draft created by the award. A PO created from a requisition needs that requisition to be approved.
2. Choose the supplier, currency and lines. Choose Save draft or Save & issue.
3. Issue the PO. The linked requisition becomes Converted, blanket-agreement consumption is applied, and the supplier is notified.

#4. Receive the goods (GRN)

1. Open Goods receipt notes and create a receipt for the PO, with received quantities, warehouse, and batch or serial numbers where the product needs them.
2. Submit for approval if your GRN-RCV record type requires it.
3. Accept the receipt. Accepting is currently limited to superuser accounts.

#5. Supplier invoice and review

1. The supplier submits the invoice in the Vendor Portal (Invoices) against an issued or received PO.
2. Accounts payable opens Vendor invoices. Opening the review panel claims the invoice.
3. Approve, Reject (notes required) or Request more information (notes required).
4. Approval (finance manager or superuser) posts the purchase invoice automatically: debit expense and input tax, credit the supplier (or the AP control ledger).
5. Check Matching for the three-way match result between PO, receipt and invoice.

#6. Pay the supplier

1. Create payment orders in Payment orders, or use Payment run to propose payments from open posted bills and create them in one go.
2. Submit the payment order. It goes to the BANK-PAY approval workflow.
3. On approval BSuit posts debit supplier (beneficiary) ledger, credit bank ledger.
4. Initiate, then download the bank batch file and mark it transmitted (or failed).

#7. Returns to the supplier

1. Create a return in Return to vendors.
2. Submit it for approval (RTV workflow), then Approve and Complete (superuser).
3. Completing issues the stock out and posts debit COGS, credit stock.

#Reports

#Troubleshooting