Operations · Module
Procurement
Requisition to matched bill, with approvals and suppliers working on WhatsApp
Procurement covers vendors, requisitions, RFQs, purchase orders, goods receipts and three-way match on one record. Supplier replies by email or WhatsApp are designed to become proposed PO updates with their impact shown.
What it does
Procurement is designed to buy the right goods and services at the right price and time, with a clean path from purchase order to goods receipt to matched bill. Vendors are the shared Organization record in a vendor role, carrying GSTIN, PAN, MSME status, payment terms, lead times and compliance documents with expiry alerts.
Requisitions come from people, reorder proposals, manufacturing shortages and maintenance work-order parts. Delegation-of-authority routing approves them by document type, value, category, cost centre and workspace, including from WhatsApp. RFQs go to several vendors with sealed quotes until close; quotations arrive by portal, manual entry or email attachment parsing. A comparison matrix weighs price, taxes, freight, landed cost, lead time, payment terms and vendor score, with split awards.
Supplier collaboration
POs are versioned. Vendors accept, reject or propose changes on the vendor portal, by email reply or on WhatsApp. The supplier message understanding skill classifies each reply and extracts dates, quantities and prices into a proposed PO update, showing the impact on reservations, manufacturing orders, service jobs and customer orders. Follow-up cadences chase unacknowledged and late POs using approved templates.
Receipt and match
The GRN records partial deliveries, tolerance and rejected quantities with a QC link, and creates the Inventory receipt. Three-way match runs at line level with quantity, price and tax tolerances, two-way for services. Exceptions are routed by type: price to the buyer, quantity to stores, tax to Accounts. A duplicate check on GSTIN, bill number and financial year runs first.
What is different
Segregation of duties is enforced by the Action Bus, payment stays an R4 human approval, and MSME payment timelines and TDS/TCS flags are surfaced from the Tax Engine (rules to be verified). A Tally connect mode lets agents follow up on POs before you migrate. Planned for W4 (Year 3, PI-5).
Features
What Procurement includes
Vendor master and documents
GSTIN, PAN, MSME/Udyam status, categories, payment terms, lead times and bank reference; GST, PAN, Udyam and quality certificates with expiry alerts.
Purchase requisitions
Manual or generated from reorder proposals, MO shortages and work-order parts; goods or services with cost centre, project and needed-by date.
DoA approval routing
Multi-level approvals by document type, value, category, cost centre and workspace, including WhatsApp approvals.
RFQ and quotation capture
Multi-vendor RFQs by email and portal with sealed quotes; quotations from portal, manual entry or email attachment parsing with confidence flags.
Comparison and award
Matrix by price, taxes, freight, landed cost, lead time, payment terms and vendor score, with split awards.
Purchase orders and amendments
Goods and service POs with delivery schedules and Tax Engine taxes; versioned amendments with re-approval when value or terms change.
Acknowledgement and change requests
Vendors accept, reject or propose quantity, date or price changes; the buyer accepts or rejects into a new version.
Goods receipt note
Receipts against PO lines with partial deliveries, tolerances, rejected quantities with reasons and QC link.
Three-way match
Line-level PO–GRN–bill matching with tolerances, two-way for services, results on the bill in Accounts and a typed exception queue.
Vendor portal and WhatsApp channel
POs, acknowledgements, ASNs, quotations, invoice upload and payment status on the portal or WhatsApp, in the supplier's language.
Vendor onboarding
Invitation, self-registration, document collection, GSTIN/PAN and bank verification through licensed providers, and approval by someone other than the creator.
Rate contracts and blanket POs
Agreed prices and quantities over a period with call-off POs and consumption tracking.
Vendor scorecard
OTIF, quality rejection rate, price variance and responsiveness with evidence.
Returns, drop-ship and inter-company POs
Returns to vendor with debit note requests; drop-ship and back-to-back POs from customer orders; inter-company PO to sales order pairing.
Workflow
Purchase order lifecycle
- 1
Draft PO is submitted for approval
- 2
Approved within DoA, it is sent to the vendor
- 3
The vendor confirms or proposes a change; the buyer accepts into a new version or rejects
- 4
GRNs record partial or full receipt; the buyer can short-close
- 5
The PO closes when all lines are billed and matched
Workflow
Three-way match and exceptions
- 1
A bill is captured in Accounts by OCR, portal upload or email
- 2
Duplicate check on GSTIN, bill number and financial year
- 3
Lines are matched to PO and unbilled GRN quantity
- 4
Within tolerance, the bill becomes eligible for payment scheduling
- 5
Exceptions go to the buyer (price), stores (quantity or missing GRN) or Accounts (tax) and re-match after resolution
Workflow
Vendor onboarding
- 1
The buyer invites the vendor
- 2
The vendor self-registers and uploads documents
- 3
GSTIN, PAN and bank account are verified through licensed providers
- 4
A compliance review is done by a specialist with agent assistance
- 5
A different person approves and the vendor becomes active
AI
AI skills and Digital Employees
Supplier message understanding
Intent classification and extraction from email, WhatsApp and voice into proposed PO updates.
Change impact analysis
Shows the effect of a supplier change on reservations, MOs, service jobs and customer orders.
Follow-up cadences
Acknowledgement and delivery reminders in the supplier's language using approved templates.
Quote comparison and award recommendation
Summaries with landed cost and vendor score; a human makes the award.
Negotiation benchmarks
Benchmarks from past quotes and rate contracts with counter-offer drafts that people send.
Match exception classification
Classifies GRN-side exceptions and suggests a resolution with evidence.
Digital Employees that use this module
- AI Procurement Manager
- AI Sourcing Specialist
- AI Negotiation Assistant
- AI Supplier Performance Analyst
- AI Vendor Onboarding & Compliance Specialist
- AI AP Clerk
They act through the same governed Actions as people; risky steps wait for approval.
Frequently asked questions
Does three-way match need the Finance app?
Match postings use Finance Accounts. A Tally connect mode is planned as an alternative where Accounts is not used.
Can suppliers reply on WhatsApp?
Yes. Suppliers can acknowledge POs, confirm dates, send ASNs and share invoice photos on WhatsApp. Replies become proposals that a buyer approves.
Can an agent issue a purchase order?
Only after earning autonomy, and only within a value cap you set. Payments are never approved by an agent.
How are MSME payment timelines handled?
Udyam status and statutory payment timelines are planned to show on POs and bills. The rules must be verified before build; please confirm with your advisers.
See Procurement in your workflow
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