Procurement · system map

From a company on file to a supplier being paid

Three things are set up once — company, supplier, item. Then every purchase runs the same way: order, receive, owe.

Set up once · master data Each one needs the one before it
01 Company The maker or importer — name, NTN, type. Needs nothing else to exist. COM-0001 · Company A
02 Add supplier Who delivers — city, contact, ordering days, lead time, payment terms. Linked to one or more companies. SUP-ISB-00001 · Shakeel
03 Add item What is bought — unit, category. Then attach company + supplier with a price: one item, many sources. ITM-000001 · Beef mince · KG
Every purchase · the procurement loop Each step creates its own document
PO Purchase order to one supplier — items, quantities, the price from item + company + supplier. Approved by the branch manager, then the finance head, then sent. PO-ISB-20260914-000001
GRN Goods received note — what actually arrived against the PO. Short and damaged are recorded, not argued later. Posting it adds the stock and sets its cost — the same step as branch demand step 06. GRN-ISB-20260914-000001
Supplier payable What is owed to the supplier for what was received — not for what was ordered. Due date from the supplier's payment terms. Paid by Finance. Shakeel · due in 30 days
Price lives on the link
Not on the item, not on the supplier — on item + company + supplier. The PO reads it from there.
One supplier, one PO
A demand with two suppliers becomes two POs, both linked back to it.
Pay for what arrived
Ordered 100, received 92 — the payable is for 92. A partly received PO stays open for the rest.