Introduction to procurement
Demo School needs 200 exercise books for its bookshop. The requester explains the need, procurement agrees the supplier and price, the storekeeper records delivery, and finance reviews the supplier’s bill. Each role contributes a different piece of evidence.
Follow the purchase
| Stage | Record |
|---|---|
| Need | A material/purchase request with items, quantity and required date. |
| Sourcing | A request for quotation and supplier quotations. |
| Commitment | A submitted purchase order. |
| Receipt | Accepted and rejected quantities against the order. |
| Billing | A receipt-linked supplier bill and matching evidence. |
| Settlement | An allocated supplier payment in Accounting. |
Prepare the shared records
- Create suppliers, catalogue items and units.
- Set the supplier payable account and currency. For stock, prepare posting warehouses and their ledger mappings.
- Review budget controls and submission permissions before making commitments.
Work through the documents
A request or order does not prove goods arrived or money was paid. Use the receipt to record actual accepted quantities and the bill/payment workflows for the financial stages.