Procurement

The Procurement module manages purchasing: the vendors you buy from, issuing purchase orders, tracking deliveries, and raising POs from a won deal's outcome step.

Key features

• Purchase orders with status workflow (draft, pending approval, approved, ordered, partial received, received, closed, cancelled)

• Multi-vendor sourcing: one product can be bought from multiple vendors with different SKUs, cost prices, and lead times

• Goods receipts with partial delivery tracking (receive 3 of 5 widgets, back-order the remainder)

• Approval workflow: POs are submitted for approval before the order can be placed

• Raise a PO from the win flow: when you record a won deal's outcomes, tick "raise a purchase order" on the Charge or Invoice step to procure the vendor-linked items, grouped by vendor

• Vendor integrations: plug-in architecture for connecting supplier APIs (currently manual entry; future integrations via VendorIntegrationContract)

Getting started

1. Enable the Procurement module in Settings > Modules

2. Add your suppliers as vendors in Billing > Vendors

3. Link products to vendors via Products > Show > Vendors tab (each product-vendor link has its own SKU, cost price, and lead time days)

4. Create a purchase order from Procurement > New purchase order, or raise one from a won deal's Choose outcomes step (the "raise a purchase order" tickbox on Charge/Invoice)

Purchase order lifecycle

Purchase orders move through these statuses:

• Draft: created but not yet submitted for approval

• Pending approval: awaiting approval from an authorised user (appears in the Approvals queue)

• Approved: ready to be placed with the vendor

• Ordered: sent to vendor, awaiting delivery

• Partial received: some items delivered, others outstanding

• Received: all items delivered

• Closed: accounting closed, no further changes

• Cancelled: cancelled before the PO was closed

Approval thresholds

Purchase orders above the configured threshold (tenant setting po_approval_threshold, pence) require approval before they can be placed. POs below the threshold skip the pending-approval step and go straight to approved.

The threshold is configurable in Settings > Modules > Procurement. Set to 0 to require approval on every PO, or set to a high value to skip approval entirely for trusted users.

Module requirements

The Procurement module requires the Billing module (for vendors and financial lines). It is available on the Professional tier.