Purchase requests
Capture business need before committing company funds.
- Requester, department and cost centre
- Items, services, quantities and dates
- Budget and approval checks where configured
Procure-to-pay solution
From purchase request to controlled supplier payment.
Bring purchasing requests, approvals, purchase orders, goods receipts, supplier invoices and payment processing into a traceable workflow. LaraOffice helps teams improve purchasing visibility and connect procurement activity with inventory and finance records.
Purchasing, receiving and payment in one process.
Procurement overview Illustrative dashboard● Workflow visibility
Open purchase orders24Example data
Awaiting receipt08Review
Invoices to review12Example data
PURCHASE ACTIVITY
Supplier / Ref.ValueStatus
Prime SuppliesRs 480KApproved
Metro IndustrialRs 215KReceived
Apex PackagingRs 96KInvoice check
City HardwareRs 310KFor payment
3-way matchPO · receipt · invoice
Approval trailClear review ownership
The procure-to-pay journey
Connect each purchasing step to the next.
Reduce disconnected records by keeping purchase commitments, delivered goods, supplier charges and payments linked through the process.
Supplier selection and PO
Turn approved requirements into documented purchasing commitments.
- Supplier and price references
- Purchase order approval
- Delivery terms and expected dates
Goods or service receipt
Record what actually arrived or was accepted before processing payment.
- Quantity and condition checks
- Partial and outstanding deliveries
- Inventory or service acceptance references
Supplier invoice review
Check supplier billing against approved purchasing and receipt evidence.
- Invoice reference and due date
- Price, quantity and tax checks
- Duplicate and variance review where supported
Payment approval
Plan supplier payments based on due dates, approvals and cash controls.
- Due and overdue payable lists
- Payment batch review where configured
- Payment references and status tracking
Finance reconciliation
Connect purchasing activity with supplier balances and financial records.
- Payables and general ledger review
- Unmatched invoice and receipt investigation
- Supplier statement reconciliation
A controlled buying process
Match what was ordered, what was received and what was billed.
Invoice approval is stronger when finance can verify the supplier invoice against the purchase order and the receipt or service acceptance. Exceptions should be visible and resolved before payment is released.
- ✓Purchase order: approved quantities, prices and terms.
- ✓Receipt: actual delivered quantity or accepted service.
- ✓Supplier invoice: billed quantity, price, tax and total.
- ✓Exception review: record and approve quantity or price differences.
- ✓Payment: release only under the organisation's authorization policy.
Example purchasing workflow Illustrative
01
Request and approval
Need, budget and authority are reviewed.
02
Purchase order issued
Supplier commitment and expected delivery are recorded.
03
Goods received or service accepted
Receipt evidence is captured and discrepancies flagged.
04
Invoice matched and approved
Invoice details are checked against order and receipt.
05
Payment and reconciliation
Approved payment is recorded and payable balances updated.
Connected operations
Keep procurement connected to inventory and finance.
Purchasing affects more than the supplier ledger. Confirm each transaction's downstream effect before rolling out the workflow.
Inventory and warehouse
Accepted goods can update stock records, locations and valuation according to configured receiving and costing rules.
Finance and payables
Supplier invoices and payments should update the appropriate payable and ledger accounts using approved posting rules.
Budgets and departments
Requests can be associated with departments, projects or cost centres where those controls are implemented.
Production planning
Material purchasing can support production needs when bills of material, demand and replenishment processes are integrated.
Supplier performance
Use available delivery, quality and price history to review supplier reliability and recurring exceptions.
Audit and permissions
Separate request, approval, receipt, invoice review and payment authorization roles according to policy.
Practical controls
Make exceptions visible before money leaves the business.
Document who can create suppliers, approve purchase orders, confirm receipts, alter invoice details and authorize payments. Keep changes traceable and make unresolved discrepancies part of the approval decision.
Suggested control checkpoints Configure to policy
A
Supplier master review
Control changes to bank details, tax identifiers and payment terms.
B
Approval thresholds
Route purchases based on value, department or risk.
C
Duplicate and variance checks
Flag repeated invoice references and material differences.
D
Payment separation
Separate payment preparation from final release where possible.
E
Period-end reconciliation
Review goods received not invoiced, open commitments and supplier balances.
Want a more traceable purchasing process?
Review purchase approvals, goods receipt, supplier invoice matching, payment authorization and finance integration with the LaraOffice team.
Frequently asked questions
Procure-to-pay FAQs
Important questions to resolve when connecting purchasing and finance.
What does procure-to-pay mean?
Procure-to-pay covers the process from identifying a purchasing need and approving a request through ordering, receiving, supplier invoice processing and payment.
What is a three-way match?
It compares the purchase order, goods receipt or service acceptance, and supplier invoice. Differences are reviewed against company policy before the invoice is approved.
Can purchase orders be partially received?
Partial receipt handling depends on the configured purchasing and inventory workflows. Confirm how outstanding quantities, backorders, rejected goods and additional deliveries are tracked.
How does procurement connect to inventory?
Where the modules are integrated, an accepted goods receipt should update stock quantities and create the appropriate valuation or accounting entries under the configured costing policy.
Can the system prevent duplicate supplier invoices?
Duplicate detection depends on available validation rules. Define checks for supplier, invoice number, date, currency and amount, and provide an exception review process.
Does this page guarantee every feature is available?
No. The page describes a target business workflow. Specific approval rules, matching, integrations, automation and reports must be verified against your deployed LaraOffice edition and configuration.
