Purchase requisitions
Staff request what they need; approvers decide.
Procurement Software
Procurement software for organisations in Uganda. From a need to a payment: request, approve, order, receive and match every supplier bill before it is paid.
Smart Suite · Procurement
Smart Suite
Requisitions
RFQs
Purchase orders
Goods receipts
Supplier invoices
Suppliers
Purchase to pay
Open purchases
- Request
- RFQ
- PO
- Receive
- Match
Requests approved
Orders received
Invoices matched
Three-way match
Purchase order PO-0319100 units orderedOrdered
Goods receipt GRN-0207100 units receivedReceived
Supplier invoice SI-0144100 units billedMatched
Ready to paySent to Finance payables
Key features
Every purchase, on record.
One chain from requisition to payment, with documents numbered and kept for audit.
RFQs
Invite quotes from several suppliers, compare and award.
Contracts
Framework agreements you can order against.
Purchase orders
Raise LPOs from requisitions, RFQs, contracts or on their own.
Goods receipts
Receive what arrived; stock goes up at the receiving warehouse.
Three-way match
Compare ordered, received and billed quantities and prices before posting.
Supplier register
Company-wide suppliers with documents numbered automatically.
Email & print
Email POs and RFQs with a PDF; printouts carry a verification QR code.
Analytics
Committed spend, open orders, approval times and top suppliers.
Three-way match
Pay only for what arrived.
Every supplier bill is checked against the purchase order and the goods receipt before it reaches payables.
- Quantities and prices compared line by line
- Exceptions flagged for you to resolve
- Matched bills post to Finance payables
- The supplier's invoice stored with the bill
Three-way match
Purchase order ↔ receipt ↔ bill
Ordered
Qty · Price
Received
Qty · Price
Billed
Qty · Price
MatchedReady to post
Posted to payablesPay the supplier in Finance
Approvals
Decide from anywhere.
Approvers see every requisition and purchase order waiting for them, with its value and date.
- Approve, send back or reject
- Compliance checks show approval levels and budget use
- Purchase orders emailed to suppliers with a PDF
- Email history kept on every document
Approvals
Waiting for your decision
Purchase requisitionPending
Submitted today · Office supplies
ApproveSend back
Purchase orderCompliance check passedPending
Purchase requisitionSent back with a commentDraft
PO emailed to supplierPDF attached · history kept
How it works
From need to payment.
Stock is only added at receipt, and a supplier's bill only reaches Finance after the match.
- 01
Request
Raise a purchase requisition and submit it.
- 02
Approve
Approvers act from their inbox, or it approves automatically.
- 03
Order
Create and send the purchase order.
- 04
Receive
Post the goods receipt; stock goes up.
- 05
Match & post
Run the three-way match and post to payables.
Flexible
Start where you need.
A purchase order can be raised from four starting points.
- 1
Approved requisition
Turn an approved request into an order.
- 2
Awarded RFQ
Order from the supplier whose quote won.
- 3
Active contract
Call off against a framework agreement.
- 4
On its own
Raise a purchase order directly.
Connected
Connected with the rest of Smart Suite.
Procurement hands stock to Inventory and bills to Finance, with approvals in one inbox.
Inventory
Goods receipts add stock to the receiving warehouse.
Finance
Matched invoices post to payables; suppliers are paid in Finance.
Workflows
Optional approval workflows for requisitions and purchase orders.
Supplier emails
POs and RFQs sent from the system, with an email history per document.
Other Smart Suite modules
Controls
Spend with confidence.
Checks surface problems before money leaves the business.
Three-way match
Exceptions for over-billing or price changes are flagged before posting.
Thresholds & budgets
Compliance checks show approval levels and budget use.
Approval inbox
Approvers see every requisition and order waiting, with value and date.
Who uses it
A clear role for everyone.
Requesters, buyers, approvers, store keepers and accounts each get the screens they need.
Requesters & buyers
Raise requisitions, run RFQs and manage purchase orders.
Approvers
Approve requisitions and purchase orders from one inbox.
Store keepers
Receive goods and post receipts.
Accounts
Register supplier invoices, match and post to payables.
FAQ