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Procure to pay

From a purchase order to money leaving the bank, across Procurement, Plant, Quality and Accounts.

At a glance

The flow: PO draft → PO approval → GRN (+ inspection) → Supplier bill → Bill approval → Payment → Mark paid.
Who is involved: Procurement, Plant Head or other approvers, store, Quality, and Accounts.
Watch out for: A bill is refused as over-billing if its quantity exceeds what was received, so receive the goods first.

PO draft→PO approval→GRN (+ inspection)→Supplier bill→Bill approval→Payment→Mark paid

Stage table

#	Stage	Who (role)	Screen	What happens	Posts to stock / GL
1	Purchase order	Procurement	Purchasing › Purchase Orders	Create a Draft PO and submit it. It goes through the approval engine by amount band.	Nothing.
1a	Blanket agreement and release (optional)	Procurement	Purchasing › Blanket Agreements	A standing, price-committed deal per part with volume price breaks. The agreement is approved once; each Release creates a normal Draft PO that needs its own PO approval.	Nothing.
2	Approval	Approver named by the rule (e.g. Plant Head, Admin)	Overview › My Approvals	Approve or reject. Approved POs can be printed and received against.	Nothing.
3	Goods receipt (GRN)	Procurement / store	Inventory › Goods Receipts	Record what arrived. GRN is auto-approved because authorisation happened at the PO. A part with receipt routing Direct goes straight to stock; Inspection parks the whole quantity in the Receiving warehouse until it is released.	Stock in (accepted qty). GL: Dr Inventory (or Inventory Receiving for inspection parts) / Cr GRN Clearing at PO price.
4	Receiving inspection	Quality	Quality › Inspections	Where the part has an active RECEIPT inspection plan, an inspection lot is created. Deciding the lot releases accepted quantity to stock; rejected quantity moves to Quarantine and raises an NCR.	Stock Receiving to warehouse; rejects Receiving to Quarantine.
5	Supplier bill	Accounts	Payables › Supplier Bills	Enter the bill as a Draft against the PO. GST is split once at creation. The bill is matched to what was received (three-way match); over-billing and billing before receipt are refused.	Nothing yet.
6	Bill approval	Plant Head (up to Rs 50,000), also Admin above	Overview › My Approvals	Only when the decision reaches Approved does the bill post.	GL: Dr GRN Clearing (plus Purchase Price Variance) for received stock, or the default expense for a non-PO bill; Dr Input GST / Cr Accounts Payable.
7	Payment	Accounts	Payables › Payments	Create a payment against a supplier and its bills; it routes through the approval engine.	Nothing until mark paid.
8	Mark as paid	Accounts	Payables › Payments	The separate "mark as paid" step. Bill paid amount and status move only here.	GL: Dr payable / Cr bank. Bill becomes Partially paid or Paid.
9	Returns and debit notes	Procurement, Accounts	Inventory › Purchase Returns, Payables › Debit Notes	Send goods back (approval needed), then a debit note fixes the money.	Stock out and the reversing GL entries on approval.

Things worth knowing at each stage

Purchase order

Two separate statuses. Approval status and fulfilment status move independently.
Fulfilment follows GRNs. A PO moves Open, Partially Received, Received as GRNs post.
Editing an approved PO creates a version and sends it back for approval.
Deleting. Only a Draft with no history can be deleted.
Cancelling. Anything else is cancelled with a reason. This stops further GRNs and bills.

Approved Supplier List: once a part has an approved supplier entry, a PO to a supplier who is not approved and in good standing is blocked. Only an Admin can override, and must give a reason. Service parts and blanket release POs are exempt.

Blanket releases

Price tier comes from each release's own quantity, not cumulative history.
Quantity is reserved when the release is created.
Given back if that release PO is rejected or cancelled.
Amending an approved agreement resets it to Draft. New releases stay blocked until it is re-approved.

Goods receipt, service lines and GRN clearing

Service parts need no stock. A GRN is optional and only advances the received quantity. The cost is recognised at the bill.
Outside processing lines linked to a job step need a GRN. It completes the step.
GRN Clearing account holds the value of goods received but not yet billed. Accounting › Open GRN Clearing lists what is still open.

Bill and payment

Bill approval. A bill passes through Draft, Pending and Approved before it counts in any ageing, payment picker or ledger.
Bill payment status is separate: Open, Partially paid, Paid, Cancelled.
Payments pass through Draft, Pending, Approved, then Paid (or Rejected / Cancelled).
Advance payments. A payment made before the bill leaves an unapplied advance. Accounts can apply it to a later bill.

A supplier bill: GST split, approval status and payment status.

Payments, including the Unapplied advance badge.

Approvals involved

Purchase order and blanket agreement (and each release PO separately).
Supplier bill.
Payment.
Purchase return.
Quality concession (use-as-is on a rejected receipt).
Approved Supplier List qualification.

The GRN itself does not use approval. See Approvals.

What can go wrong

Bill refused as over-billing: the bill quantity exceeds received (or reserved by other bills). Receive the goods first, or reduce the bill. Draft, Pending and Approved bills all reserve quantity; Rejected and Cancelled ones release it.

Stock not showing after a GRN: if the part is routed Inspection, it sits in Receiving until Quality decides the lot. Receiving and Quarantine warehouses are excluded from available stock.

PO blocked on supplier: the supplier is not approved or is on hold for that part on the Approved Supplier List.

Approver is the submitter: self-approval is blocked unless an Admin turned it on in Instance Settings.

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