Processes and procurement · Compra OS
From requisition to reconciliation: budget, approval limits, quotes and proposals organized into an auditable decision trail.
When requests, proposals, approvals and goods receipts live in different tools, tracking a purchasing decision gets harder.
A procurement application that connects requisition, budget, RFQ, proposals, purchase order and goods receipt. Versioned policies and a three-way match of purchase order, goods receipt and invoice help track the process.
The requisition kicks off a sequence that checks budget and approval limits before suppliers are contacted. RFQs and proposals give the comparison a structure, while decision rules and versioned policies help record the context behind each choice. The project keeps the purchasing need, the approval and the placing of the order connected.
After the decision, tracking covers goods receipt and invoice. The three-way match ties these records to the purchase order, giving a basis for analyzing discrepancies. Adapting it for a client starts with the company’s rules and the documents available; ERP integrations and sending invitations need to be defined and validated in the deployment environment.
Each purchasing need comes in through a requisition form, with the information and budget details the company requires.
Approval-limit rules determine who approves each requisition. The decision is recorded together with the version of the policy that was applied.
Suppliers respond through a proposal portal with comparable fields, and the buyer records the basis for the choice.
The purchase order, goods receipt and invoice are cross-checked in a three-way match, and any discrepancies become open items to resolve. In a new deployment, the XML of the NF-e (Brazilian electronic invoice) can be the data source for this match.
It is a check of the purchase order, the goods receipt and the invoice before payment: only what was ordered, delivered and billed on the same terms moves on to payment.
Differences in item, quantity and price between what was ordered, what arrived and what was invoiced. Each discrepancy is recorded along with how it was handled and who made the call.
The integration is defined during deployment. The project has an SAP integration documented in a test environment (sandbox); connecting to your company’s production ERP is part of the proposal’s scope.
It depends on the scope: purchasing categories, approval-limit rules and integrations. Timeline, acceptance criteria and investment are set in the proposal, after a short conversation about your process.
FROM PROJECT TO OPERATIONS
Illustrative scenarios to picture how this work can be applied in a company’s day-to-day operations.
GROUP / Processes and procurement
Choose the starting point closest to your challenge. Each offer proposes a scope of work based on the experience of this project.
Who it’s for Procurement managers who receive requests through scattered channels.
Organize intake for one purchasing category, connecting need, budget and approvers according to the policies the company sets.
Who it’s for Buyers who run competitive bids and receive supplier proposals.
Structure an RFQ round with comparable information, a proposal portal and explicit selection criteria for the buyer’s analysis.
Who it’s for Procurement, receiving and finance teams that share responsibility for checking purchases.
Define the check between purchase order, goods receipt and invoice, with criteria to identify and route discrepancies before the process is closed.
We can combine offers and adapt the deliverables. Data, integrations, acceptance criteria, timeline and investment are defined in the proposal for your company.
Let’s design your scope