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Procurement & supply chain

Keep each purchasing decision in view.

A shared process for the people requesting, approving, ordering and receiving goods. Procurement software that connects buying, stores and finance.

Requisitions

Give each request its items, quantities and department or project context.

Approval routes

Route requests by amount, department or category, with an approval history.

Suppliers & quotations

Keep supplier records and compare quotations before confirming your choice.

Purchase orders

Create orders from approved requisitions with supplier prices and agreed terms.

Goods received

Record what arrived, flag short or damaged deliveries and update stock records.

Invoice checks

Bring the purchase order, receipt and supplier invoice together for three-way matching in finance.

Purchasing controls for teams in Kenya

Discuss your purchasing workflow
On this page

Part of VisionONE ERP

One clear record trail

From the first request to the final check.

Clear handovers help your team see who needs to act, what was approved and which record comes next.

Workflow example

  1. RequestDefine the need.
  2. ApproveReview the commitment.
  3. OrderConfirm the agreement.
  4. Receive & matchClose the record trail.

Stage 01 04 Request

Start with a clear need.

Record the need, quantity, destination and the department or project paying for it.

Next handover
RequesterApprover

Before it moves on

  • Requested item and quantity
  • Department or project
  • Delivery destination

Stage 02 04 Approve

Make the commitment deliberate.

Review the request against the budget and the appropriate approval route.

Next handover
ApproverBuyer

Before it moves on

  • Budget context
  • Approval limits
  • An owner for exceptions

Stage 03 04 Order

Put the agreement on record.

Confirm the supplier, agreed prices, delivery terms and purchase order.

Next handover
BuyerReceiving team

Before it moves on

  • Selected supplier
  • Confirmed prices
  • Agreed delivery terms

Stage 04 04 Receive & match

Close the loop with evidence.

Check the delivery, update stock and review the supporting invoice in finance.

Next handover
StoresFinance

Before it moves on

  • Quantities actually received
  • Short or damaged items
  • Invoice, order and receipt
Two warehouse workers reviewing and signing a delivery record
A clear handover between teams

Connected where it counts

Buying, stores and finance. On the same page.

An approved purchase continues beyond the order. Its receipt, stock movement and financial record should stay connected.

Explore the ERP modules

Practical purchasing controls

The detail behind each decision.

Keep the request, approval and supporting evidence together. Give exceptions an owner before the purchase moves on.

Requisition and budget checks

A requisition should name the item, quantity, destination and department or project paying for it. Budget context helps the approver make the decision before an order commits money. Retain the request and its approval history.

Supplier selection and purchase orders

Keep supplier records and quotations with the buying decision. The approved purchase order needs agreed quantities, prices and delivery terms. Changes should remain visible to the person responsible for reviewing the commitment.

Approval routes and limits

Approval routes can reflect amount, department or category. Test a routine purchase and a request requiring another approval level. Confirm the configured exception and delegation process with the users who will operate it.

Goods receipt and invoice matching

Record the delivery actually received, including short or damaged quantities. Three-way matching compares the purchase order, receipt and supplier invoice. Give differences a review owner and supporting evidence before moving to payment approval.

Supplier history and spend reports

Supplier and spend views need to connect totals to individual purchases. Agree which department, project and supplier information you need to compare. Keep invoice differences and outstanding receipts available for follow-up.

Setup, training and rollout

Configure supplier data, approval limits and receiving responsibilities around your process. Train requesting, buying, receiving and finance users on a shared example. Include budget and stock dependencies in the scope rather than testing procurement in isolation.

Related controls

Goods receipt verification

VisionONE reads supplier delivery notes into a draft Goods Receipt Note (GRN) and requires a user to review and confirm the details before saving. See internal controls.

Questions, answered

Before you get started.

Bring the process you use today, including the exceptions that slow your team down. These are useful places to start.

Can staff raise requisitions online?

Procurement includes online requisitions and web/mobile approvals. Confirm the requesting view and access roles in your demo.

Can approvals check budgets?

Budget checks are described at requisition and purchase-order approval stages. Test exceptions and authorised overrides for your policy.

How does three-way matching work?

It compares the purchase order, recorded receipt and supplier invoice. Differences need a reviewer before payment approval.

Can purchasing feed inventory and accounts payable?

Yes. The published workflow connects receipts to stock and supplier invoices to finance. Confirm the connected modules included in your scope.

See it with your workflow

Show us a purchase that gets stuck.

Bring a requisition, its approval route and a supplier delivery. Follow the process your team needs in a focused VisionONE demo.

Book a procurement demoExplore VisionONE ERP