Ledgr/Documentation/Procurement

Procurement

Everything between "we need this" and "the invoice is right, pay it" — asked for, approved, quoted, ordered, received and matched, with a record at each step of who decided what.

Requisitions

A requisition is somebody asking to spend money. It is deliberately not a purchase order: the person who knows a part is needed is rarely the person allowed to commit the company to buying it.

1. Procurement → Requisitions → New
2. Add what you need and why

   Lines can be stock items or free text for things you do not hold. The reason field is what an approver reads first, so it earns its place.

3. Submit

   The approval rules decide where it goes. A requisition raised from an MRP planned order arrives with its lines already filled in.

Approvals

Rules route a requisition by value, so R500 of consumables does not need the same signature as R500 000 of steel. The Approvals tab shows a count of what is waiting on you specifically, and each decision is recorded with who made it and when.

Set the thresholds under Policy. Until you do, nothing routes anywhere — an empty rule set is not an open door.

Sourcing and RFQs

1. Raise an RFQ from an approved requisition

   Pick the suppliers to ask. Each gets the same lines, so the replies are comparable.

2. Capture the responses

   Price, lead time and validity per supplier per line.

3. Award

   Awarding turns the chosen quote into a purchase order. The RFQ stays attached, so a year later you can still show what the alternatives were — which is exactly what an auditor or a B-BBEE verification asks for.

Approved vendors

The Vendors tab is the list you are allowed to buy from, as distinct from every supplier who has ever sent an invoice. Each carries the things an SA buyer actually needs at the moment of choosing:

• B-BBEE level and status, so preferential procurement is a fact at the point of the decision rather than something reconstructed at scorecard time.
• VAT number and tax clearance, so you find out a vendor is not compliant before you owe them money rather than when you try to claim the input VAT.
• Performance — on-time delivery and price against quote, accumulated from receipts rather than typed in.

Contracts

Agreed prices and terms with a supplier over a period. A purchase order raised against a contract prices itself from it, and the contract's remaining value is drawn down as you buy, so an over-commitment is visible while it is still avoidable.

Receiving

A goods receipt records what actually arrived, which is regularly not what was ordered. Receive short, receive over, or receive against several deliveries — the purchase order tracks the outstanding balance either way, and the stock movement happens at receipt, not at invoice.

Three-way match

The check that stops the most expensive routine mistake in accounts payable: paying an invoice for goods that never arrived, or at a price nobody agreed to.

Ledgr compares the purchase order (what was agreed), the goods receipt (what arrived) and the supplier invoice (what is being charged). Where the three agree within tolerance the bill is passed for payment. Where they do not, it becomes an exception with the difference named — quantity, price, or something billed that was never received — and the 3-Way Match tab carries the count so exceptions are worked rather than accumulated.