Procurement Workflow:
PR to Payment — Every Step
The complete procurement process mapped across 6 phases, 77 nodes, 18 decision points, and 8 exception paths. Every role assigned. Every TAT specified. Built for Indian enterprises.
Purchase Requisition
Create PR → Budget check → Classification → Capex pre-approval → L1 / L2 approval → PR Released
Sourcing & RFQ
Route selection (RC / single-source / open) → RFQ issue → Bid evaluation → Negotiation / Auction → Award
Purchase Order
PO draft → Contract (if required) → Finance approval → PO release → Vendor ack → Amendment tracking
Goods Receipt & QC
Gate entry → PO retrieval → Quantity check → Quality inspection → GRN → Asset tagging → Inventory update
Invoice & 3-Way Match
Invoice entry → 3-way match (PO + GRN + Invoice) → GSTR-2A / ITC validation → TDS check → AP posting
Payment & Closure
Payment scheduling → Finance approval → RTGS/NEFT release → TDS deduction → Vendor rating → PO closure
The Complete Procurement Workflow
PR to Payment — 6 phases, role-mapped, every decision point and exception path.
What This Workflow Covers
18 Decision Points
Budget availability, Capex flag, emergency auth, L1/L2 approval thresholds, contract requirement, 3-way match tolerance, ITC status, and more — each with branching outcomes.
System-Automated Steps
Budget pre-check, auto-routing to sourcing, PO draft generation, 3-way match, GSTR-2A validation, TDS calculation, vendor performance scoring, and budget release — all zero-touch.
8 Exception Paths
Budget exceptions, approval rejections, delivery delays, quantity deviations, quality rejections, invoice discrepancies, ITC mismatches, and payment holds — each with a defined resolution path.
12 Roles Mapped
Requestor, Dept Head, Director/VP, Finance, CFO, Procurement, Vendor, Store/WH, Accounts Payable, Committee, Legal/CLM, and System Auto — every node assigned.
India-Specific Steps Built In
Automatic GSTR-2A cross-check before posting invoice to ledger. Flags vendor ITC issues for follow-up.
Section 194C/Q auto-applicability check. TDS deducted at source, challan generated, Form 16A auto-issued.
Payment batch grouped by bank and currency. Payment file generated for bank portal upload or direct integration.
When a GRN item is flagged as a fixed asset, ProcurePulse auto-routes it to TRAXX EAM for tagging, registration, and depreciation.
Every approval, every timestamp, every version — archived for CARO 2020 and income tax record requirements.
Frequently Asked Questions
What are the steps in a procurement process?
A complete procurement process has 6 stages: (1) Purchase Requisition — request creation, budget check, and multi-level approval; (2) Sourcing & RFQ — vendor selection, bid comparison, negotiation; (3) Purchase Order — PO creation, finance approval, vendor acknowledgment; (4) Goods Receipt — inward inspection, GRN, quality check; (5) Invoice Processing — 3-way matching (PO + GRN + Invoice), GST/ITC validation; (6) Payment — payment run via NEFT/RTGS, TDS deduction, PO closure.
What is 3-way matching in procurement?
3-way matching is the automated verification that the Purchase Order (what was ordered), the Goods Receipt Note (what was received), and the Vendor Invoice (what is being billed) all agree on quantity and price. ProcurePulse auto-matches these three documents. Fully matched invoices are approved without human intervention. Mismatches are flagged with the specific discrepancy — price variance, quantity gap, or missing GRN.
How does budget control work in procurement software?
ProcurePulse checks budget availability in real time at the PR creation step — before any approvals. It reads committed spend from the GL and compares available budget against the requisition amount. If insufficient, the requestor is notified and an exception approval path is triggered. Budget is blocked when the PO is approved, preventing parallel overspend.
What is the difference between intra-site and inter-site transfer in procurement?
These terms apply to asset management, not procurement. Intra-site transfer moves an asset between departments within the same location. Inter-site transfer moves it between different locations (cities, plants, branches). ProcurePulse handles procurement; TRAXX EAM (integrated at the GRN stage) manages asset transfers after goods are received and tagged.
How is TDS handled in procurement payments?
ProcurePulse automatically determines TDS applicability based on the vendor type and invoice amount under Sections 194C (contractors), 194J (professionals), 194I (rent), and 194Q (goods purchases). TDS is deducted at payment, challan is generated automatically, and Form 16A is issued to the vendor. All this happens within the payment run — no separate manual TDS tracking required.
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