Procurement

Procurement adds the steps around a purchase order: who may ask for goods and who approves, quotes from several suppliers, the delivery note at the door, and the supplier's invoice checked against the order and the delivery before it is booked.

It is for organisations with several buyers or branches: the people who raise requests, the managers who approve them, the person who receives goods and the person who handles supplier invoices. Procurement builds on the suppliers and purchase orders in Inventory, and posts matched invoices to Books as bills.

Start with Set up Procurement.

Blanket purchase agreements

Open Blanket purchase agreements from Procurement or Purchase orders to agree fixed product prices, quantity limits and an overall spending limit with a supplier. Enter the supplier, valid dates, products and quantities. The spending limit is net goods value before tax or freight, in your organisation's currency.

Create a purchase order from the agreement, select the same supplier and enter the quantities needed. Leave unit costs blank to use agreed prices. Orders cannot exceed the remaining quantity or spending allowance, use different prices or fall outside the agreement's dates. Existing purchase approvals still apply.

Open orders reserve the allowance. Cancelling releases it; closing a partly received order releases only undelivered goods. Received goods keep using the allowance. Close the agreement to stop new orders; existing orders can still be received. Prices and limits cannot be edited after creation: create a new agreement when renegotiating.

Receipts must stay within the ordered quantity and agreed price. Each order and receipt line must resolve to a whole minor currency unit; combine smaller fractional deliveries before recording them. If a receipt is interrupted, select Resume interrupted delivery on the order or goods-receipt page. Kluvan reuses the saved request even after restarting the browser. Complete recovery before closing the order or recording another receipt.

• Set up ProcurementSwitch Procurement on and set the approval amounts, who approves, the invoice match tolerances, monthly budgets, payment terms and alerts.
• Raise and approve a purchase requestAsk for the products your team needs, approve or reject requests in one or two steps, and turn approved requests into purchase orders.
• Ask suppliers for quotesSend a request for quotes by link to up to eight suppliers, compare their prices side by side and order from the best quote.
• Send a purchase order by linkSend a purchase order to a supplier as a private link; the supplier confirms, changes or declines it from a phone with no sign-in.
• Receive goods and match the invoiceRecord a delivery note with damaged and short goods, then match the supplier's invoice with the order and the delivery and post it.
• Handle invoices to checkDecide on supplier invoices that did not match the order or the delivery: accept them, dispute them, return them or match them again.
• Check supplier ageing and scorecardsSee what you owe each supplier by days past due, and how each supplier performs on delivery time, fill rate, price and damage.