Getting Started

The Procurement module manages the purchasing cycle for your business: supplier records, requisitions, RFQs, purchase orders, goods receipts, landed costs, supplier invoices, matching, settlements, analytics, and Accounting handoff.

This guide documents live SikaBooks behavior. It is written for operators and administrators, so it explains both the daily workflow and the settings that control it.

Recent Workflow Controls

• Purchase orders use approval control - Draft POs must be submitted and approved before they can be sent or received.
• Rejected POs can be corrected - only Draft and Rejected POs are editable.
• PO self-approval is controlled - staff cannot approve a PO they submitted. An owner assigned to the current approval step may use the explicit owner override, which is recorded in the audit trail.
• Supplier invoices enforce document integrity - supplier, PO line, goods receipt line, and receipt/PO chain must align.
• Cumulative overbilling is blocked - a new invoice cannot bill more than the remaining available quantity on the linked PO or goods receipt after prior invoices are counted.
• Standalone Procurement can track settlements - when Accounting is not enabled, matched supplier invoices can be settled operationally inside Procurement.
• Integrated Procurement hands payment to Accounting - when Accounting is enabled, Procurement creates or links the payable flow and Finance pays from Accounting.

Accessing Procurement

After signing in, open Procurement from the tenant sidebar. The dashboard is the starting point for open purchase orders, pending approvals, receipts, supplier invoices, analytics, and reports.

Dashboard Overview

The dashboard shows:

• Open Purchase Orders - POs awaiting receipt of goods or services.
• Partially Received POs - POs where some quantities are still outstanding.
• Receipts This Month - goods receipts recorded in the current month.
• Approved Requisitions Awaiting Sourcing - approved internal requests not yet converted into sourcing documents.
• Pending Approval Queue - requisitions, POs, or change orders waiting for action.
• Open RFQs - active supplier quote requests.
• Active Agreements - purchase agreements currently available for releases.
• Pending PO Changes - change orders awaiting approval.
• Held Supplier Invoices - invoices with matching exceptions.

Navigation

Use the Procurement menu for:

• Dashboard - KPI overview and pending actions.
• Suppliers - supplier registry, compliance, tax, and payment data.
• Requisitions - internal purchase requests.
• RFQs - quote requests, supplier invitations, and awards.
• Agreements - framework purchase agreements.
• Approvals Queue - approvals assigned to you.
• Purchase Orders - PO creation, approval, sending, PDF, receiving, and change orders.
• Supplier Invoices - invoice capture, matching, handoff, and standalone settlement.
• Analytics - spend, backlog, and supplier performance insights.
• Reports - purchase order, supplier spend, matching, performance, and fulfillment reports.
• Settings - receiving, RFQ, matching, currency, and accounting integration settings.
• User Manual - this guide.

Goods receipts, landed costs, and change orders are usually opened from the related purchase order or goods receipt detail page.

Role-Based Quick Start

Role	Main Work	Start Here
Requester	Raise internal purchase requests	Create a requisition, submit it, and watch approval status
Buyer / Procurement Officer	Source suppliers, create RFQs, award quotes, create POs	Suppliers, RFQs, Agreements, Purchase Orders
Approver	Review spend before commitment	Approvals Queue
Receiving Clerk	Record delivered goods and batch/serial details	Open the PO and use Receive Goods
Finance	Review matched invoices and Accounting bills	Supplier Invoices and Accounting handoff
Procurement Admin	Configure controls and access	Settings, Approval Policies, Feature Flags, Permissions

End-to-End Operating Workflows

Direct purchase order

1. Create a supplier or select an existing supplier.
2. Create a draft PO with products or free-text lines.
3. Submit the PO for approval.
4. Approver approves or rejects.
5. Send the approved PO and download the PDF if needed.
6. Receive goods against the PO.
7. Capture the supplier invoice and run matching.
8. Settle in Procurement if Accounting is disabled, or complete the bill/payment in Accounting if Accounting is enabled.

Requisition to RFQ to PO

1. Requester creates and submits a requisition.
2. Approver approves the requisition.
3. Buyer creates an RFQ from the approved requisition.
4. Buyer invites suppliers and opens the RFQ.
5. Suppliers submit quotes through the Supplier Portal, or the buyer records quotes internally.
6. Buyer closes the RFQ, awards the winning quote, and SikaBooks creates a draft PO.
7. The PO follows normal approval, sending, receipt, invoice, and payment flow.

Purchase agreement release

1. Buyer creates a draft purchase agreement with supplier, terms, ceiling amount, validity dates, and line items.
2. Buyer activates the agreement.
3. Buyer releases selected agreement quantities to a draft PO.
4. The draft PO must still be submitted and approved before use.

PO change order

1. Buyer opens an eligible PO and creates a change order.
2. Buyer adds, updates, or removes lines and submits the change.
3. Approver approves or rejects.
4. Approved changes are applied to the PO and captured in the audit trail.

Receipt-linked supplier invoice with Accounting

1. Receiving clerk records the goods receipt.
2. If Inventory and Accounting are enabled, receipt posting can create the operational bridge: Dr Inventory / Cr GRNI.
3. Finance captures the supplier invoice and links invoice lines to the PO lines and goods receipt lines.
4. Matching validates quantity, price, and document chain.
5. Matched receipt-linked stock lines clear GRNI when handed to Accounting.
6. Finance approves and pays the Accounting bill.

---