Procurement Workflow
PR → RFQ → PO → GRN → Invoice → Payment
The Complete Procurement Workflow
PR to Payment — 6 phases, role-mapped, every decision point and exception path.
Purchase Requisition
Sourcing & RFQ
Purchase Order
Goods Receipt & QC
Invoice & 3-Way Match
Payment & Closure
Step
Process Decision / Branch
⚡ Auto
SystemException
Milestone ✓
1
Purchase Requisition
Create PRRequestor · Item · Qty · GL · Cost Centre
↓
⚡ Auto Budget CheckReal-time committed vs available GL
↓
Budget Available?
No
Exception RequestRequestor
Yes ↓
PR ClassificationCapex / Opex · Category
↓
Capex?
Yes
Finance Pre-approvalFinance · TAT 2d
No ↓
L1 Approved?Dept Head
↓
Amount > Threshold?
Yes
L2 Approved?Director / VP
No ↓
↓
PR Released ✓Routed to Procurement
↓
⚡ Auto-classify Sourcing RouteRC / RFQ / Single-source
2
Sourcing & RFQ
Sourcing Route?Procurement
Rate Contract
⚡ Skip to POAuto-create PO draft
Open RFQ ↓
Select VendorsProcurement · Prequalified list
↓
Issue RFQProcurement · Portal notification
↓
Vendor Q&A PeriodVendor · Clarification window
↓
Bids / Quotes ReceivedVendor · Sealed submission
↓
Min 3 Bids?
No
Re-tender / ExtendProcurement
Yes ↓
Techno-commercial EvaluationCommittee · L1 shortlist
↓
Negotiation Required?
Yes
⚡ Reverse AuctionAuction Engine
No ↓
↓
Amount > Committee Limit?
Yes
Committee ApprovalProcurement Committee
No ↓
↓
Vendor Selected ✓Award communicated
↓
⚡ Auto-create PO DraftVendor · price · terms from RFQ
3
Purchase Order
Review PO DraftProcurement · Price · Qty · Delivery · Payment terms
↓
Contract Required?Value > threshold
Yes
Contract DraftingLegal / CLM Module
↓
Contract SignedDirector · Vendor
No ↓
↓
Finance Approved?Finance · TAT 2-4d
No
Revision RequestBack to PO review
Yes ↓
↓
⚡ PO ReleasedPortal / email to Vendor
↓
Vendor AcknowledgmentVendor · TAT 24h
↓
Amendment Required?
Yes
PO AmendmentProcurement · Re-approve
No ↓
↓
PO Active ✓Delivery window opens
↓
⚡ Delivery MonitoringAuto-alert T-7 days
4
Goods Receipt & QC
Goods Arrive at StoreStore / WH
↓
Security Inward + Gate PassStore / WH · Challan check
↓
⚡ PO RetrievalScan PO / challan barcode
↓
Quantity Match?
No
Short / Excess GRNNotify Procurement · AP
Yes ↓
Quality InspectionQC Team · TAT 1-2d
↓
Quality Passed?
No
Rejection + ReturnVendor notified
Yes ↓
↓
⚡ Full GRN CreatedLinked to PO · AP notified
↓
Fixed Asset?
Yes
⚡ Route to TRAXX EAMTag · Register · Depreciate
No ↓
⚡ Inventory UpdateStock ledger + location
↓
GRN Complete ✓Invoice matching window opens
5
Invoice & 3-Way Match
Vendor Submits InvoiceVendor · Via portal or email
↓
Invoice EntryAP Team · Amount · Date · PO ref
↓
⚡ 3-Way MatchPO + GRN + Invoice
↓
Match Result?
Price Mismatch
Vendor ClarificationAP · TAT 24h
Qty Mismatch
GRN vs Invoice ReconStore · AP
Match ↓
Within Tolerance?
No
Manual ReviewFinance · TAT 4h
Yes ↓
⚡ Auto-ApprovedZero-touch posting
↓
⚡ GSTR-2A / ITC ValidationGST Module · Cross-check
↓
ITC Available?
No
GSTIN RectificationVendor follow-up
Yes ↓
⚡ ITC Claimed
↓
⚡ TDS CheckSec 194C / 194Q auto-apply
↓
Invoice Approved ✓AP Ledger posted · Due for payment
6
Payment & Closure
Payment SchedulingAP Team · Due date + payment terms
↓
Finance Approved?Finance · TAT 4-8h
No
Payment HoldFinance queries AP
Yes ↓
↓
⚡ RTGS / NEFT ReleaseBank file generation + upload
↓
⚡ TDS DeductionChallan generated · Form 16A auto-issued
↓
⚡ Vendor Performance ScoreOn-time · Quality · Compliance
↓
⚡ PO ClosureBudget released · GL entries complete
↓
PO Closed ✓Audit trail archived · 7-year retention
3PO Active → Vendor notified → 4Goods delivered → GRN raised → 5Invoice submitted → 3-way match → 6Payment approved → PO closed