Every committed dollar, accounted for.
Requisition to purchase order to dock to invoice — one auditable chain, no spreadsheet in between.
Procurement is the biggest cash commitment in a distribution business and the easiest place for documents to quietly disagree. This module keeps the whole buy cycle in one chain: approvals before commitment, disposition at the dock, and a three-way match before a dollar leaves. What was ordered, what arrived and what was billed reconcile themselves — exceptions surface, everything else just flows.
- Purchase orders with an approval matrix and full lifecycle tracking
- Receiving with disposition — accept, quarantine, reject, excess or backorder
- Three-way match of order, receipt and invoice with tolerance rules
- Vendor credits and return-to-vendor tracked through to reconciliation
- Purchase groups and vendor price agreements driving line pricing automatically
What's included
The full inbound cycle ships with the module — requisitions, orders, receiving, matching, returns and vendor management. No add-on required to close the loop.
Purchase orders & approvals
Commitment control before the money is promised, not after.
- Requisitions. Internal purchase requests with line detail, budget checks and approval before anything reaches a vendor — impulse buying dies at the request stage.
- Approval matrix. Route orders by amount and role so a $200 restock and a $200,000 container get exactly the sign-off they deserve — no more, no less.
- Full PO lifecycle. Draft, approval, issue, partial receipt, close — every order shows exactly where it stands, so 'did that ever ship?' stops being a group email.
- Send to vendor. Issue the order as a PDF straight from the record and track vendor acknowledgements against it — the commitment and the confirmation live together.
- Competitive sourcing. Turn a requisition into a request for quotes, invite vendors, compare bids side by side and convert the winner to a PO — the paper trail of why you chose them writes itself.
- PO–sales order linking. Tie a purchase to the customer order that caused it, so drop-ship and back-to-back buys keep their promise dates honest.
Receiving with disposition
The dock is where reality meets the paperwork — this is where the two get reconciled.
- Receive against open lines. Pull up the PO, key or scan what actually arrived, line by line — no re-typing what was ordered, no receiving into thin air.
- Disposition splits. Short shipment, overage, damage and rejects each take their own path — backorder, excess, rejected or quarantine — instead of being forced into 'received' and argued about later.
- Quarantine & release. Goods that need inspection hold outside available stock until quality releases them — nothing sellable is promised on units that might fail.
- Lot & serial capture at the dock. Lots and serials are recorded the moment goods arrive, so traceability starts at the door instead of being reconstructed afterwards.
- Bin suggestions. The system proposes putaway locations as goods are received, so new stock lands somewhere findable instead of wherever there was room.
- Receipt reversal. Keyed the wrong line or quantity? Reverse the receipt cleanly with a full trail — no phantom stock, no manual counter-adjustments.
Expected vs received vs billed
Three documents, one truth — variances surface themselves.
- Expected receipts. One view of everything inbound — open PO lines and in-transit shipments with ETAs — so the warehouse plans the week instead of reacting to trucks.
- Advance shipment notices. Track vendor shipments with carrier, containers and ETAs from confirmed through arrived, then receive straight from the notice.
- Three-way match. Every invoice line is checked against the order and the receipt for quantity and price — paying for goods that never arrived becomes structurally impossible.
- Tolerance rules. Set acceptable quantity and price variances once; matches inside tolerance flow through untouched and only genuine exceptions ask for a human.
- Match review workbench. Exceptions queue in one screen with the exact variance named — price, quantity, missing receipt — so AP resolves them in minutes, not email threads.
- Override with audit. When a variance is legitimately approved, the override is recorded with who and why — flexibility without losing the trail.
Vendors, credits & pricing
The vendor relationship, measured and priced on the record.
- Vendor management. Vendor master with terms, contacts and performance scorecards — on-time rate, fill rate and price discipline turn gut feel into evidence at negotiation time.
- Vendor price agreements. Negotiated price lists with effective dates load once and price every PO line automatically — the discount you fought for stops depending on a buyer remembering it.
- Purchase groups. Group products for negotiated category discounts, with per-vendor overrides carrying their own date ranges and minimum quantities.
- Discount cascade. Manual, promotional, contract, volume and group discounts resolve in a defined order on every line — the price is explainable, not just present.
- Return to vendor. Rejected and excess goods ship back through a tracked lifecycle — approved, shipped, vendor-received, credited — so returns stop evaporating between dock and credit.
- Vendor credits. Credits from returns and disputes are tracked against the vendor until settled, so money owed to you is chased as hard as money you owe.
Stop paying invoices on faith.
Most businesses discover billing errors by accident, months later, in someone's spreadsheet. Here every invoice line is matched against the purchase order and the receipt automatically — quantity and price, inside tolerances you set. Clean matches post without a touch. Variances land in a review queue with the discrepancy named, and every override is signed.
- Matched before posted — the match runs as invoices are entered, so exceptions surface while the shipment is still fresh.
- Tolerances you control — accept a cent of rounding or a 2% freight drift — only genuine variances interrupt anyone.
- A queue, not a hunt — the match review workbench lists every exception with the exact variance — price, quantity, missing receipt.
The dock decides — and the system remembers.
Fifty ordered, sixty arrived, four damaged. Real receiving is messy, and a system that only knows 'received' forces the mess into notes and phone calls. Here every receipt line can split by disposition — good stock to a suggested bin, damage to rejects, overage to excess, the shortfall to backorder — and each path carries its own follow-through, from quarantine release to a return memo to the vendor.
- Five dispositions, one screen — accept, quarantine, reject, excess and backorder — keyed as the truck is unloaded.
- Nothing sellable that shouldn't be — quarantined and rejected units stay out of available stock until deliberately resolved.
- Follow-through built in — rejects flow to return memos and vendor credits — the dock's decision becomes the vendor's paperwork.
What buyers ask before the demo
The vendor shipped 60 when we ordered 50 — what happens at the dock?
The receiver splits the line: 50 received as ordered, 10 as excess. Excess takes its own disposition — keep it and let the match handle the billing difference, or push it straight to a return memo. Either way the PO, the stock number and the eventual invoice all agree about what actually happened.
Do invoices have to match before they post?
Every invoice line runs through the three-way match against order and receipt. Lines inside your quantity and price tolerances flow through; exceptions hold in the match review queue until resolved or explicitly overridden — and overrides are recorded with who approved them and why.
Who can approve a purchase order?
That's your approval matrix. Route by amount, role or both — small restocks can auto-approve while large commitments climb the chain. Requisitions carry their own approval and budget checks before they ever become an order, so control starts before commitment.
How do negotiated vendor discounts actually get applied?
Automatically, in a defined cascade. Vendor price agreements, purchase-group discounts and per-vendor group overrides — each with effective dates and minimum quantities — resolve on every PO line in priority order. The buyer sees the price and where it came from; nobody has to remember the deal.
What about goods we have to send back?
Return-to-vendor runs as a full lifecycle: create from the receipt's rejected or excess stock, approve, ship, confirm the vendor received it, and track the credit until it lands. The dashboard shows open returns and pending credit value, so nothing quietly evaporates between the dock and the ledger.
Can I see everything that's inbound this week?
Yes — the expected receipts view consolidates every open PO line with in-transit shipment notices and ETAs. The warehouse plans dock time and putaway labor against what's actually coming instead of finding out when the truck arrives.
Raise a PO. Receive it messy. Watch it reconcile.
The fastest way to judge a purchasing module is to feed it a real, imperfect delivery. Your trial tenant is ready for exactly that.
14 days · every module · no card