FAQ: What's the standard flow for a Quote/Requisition/PO/Invoice/Credit?

While Zudello is flexible, a common end-to-end procurement workflow within the Purchasing module often follows these stages:

1. Quote (Optional):

   • Purpose: Obtain pricing from suppliers before committing.
   • Process: Upload a supplier quote (PDF). Zudello extracts data.
   • Next Step: Use Convert action (with Duplicate ON) to create a Requisition or PO based on the quote details.

2. Requisition (Internal Request):

   • Purpose: Internal request for goods/services.
   • Process: User creates Requisition, adds lines/coding, clicks Save and Submit.
   • Workflow: Triggers approval Sentences (e.g., based on value, department).
   • Next Step (If Approved): Approval outcome triggers a Sentence with a Convert action (Duplicate OFF) to automatically create a Purchase Order.

3. Purchase Order (External Order):

   • Purpose: Formal order commitment to a supplier.
   • Process: Created from approved Req (or directly). May require its own approvals. Reaches Pending status type upon final approval.
   • Action: User selects Place Order action.
   • Workflow: Status changes to Placed. Email potentially sent to supplier.
   • Next Step: Awaiting goods receipt and/or invoice.

4. Goods Receipt (Optional - for 3-Way Match):

   • Purpose: Record receipt of goods/services.
   • Process: User opens Placed PO, selects Create Goods Receipt, enters received quantities.
   • Workflow: New GR document created (Inventory > Receipts). PO status may update to Partially Received or Received.
   • Next Step: Awaiting invoice.

5. Invoice (Supplier Bill):

   • Purpose: Bill received from supplier for goods/services delivered.
   • Process: Upload/email invoice. Zudello extracts data, links Supplier, attempts to match to PO/GR based on PO number and line details (2-way or 3-way).
   • Workflow:
     • If matched perfectly (within tolerance), might auto-approve or go to a simple check.
     • If variances or no match, goes to User Review or triggers specific approval Sentences.
     • Requires coding and standard approvals (DOA, etc.).
   • Next Step (If Approved): Status moves to Processing or Completed, triggering ERP integration to create Bill/AP Invoice. PO/GR allocation statuses update.

6. Credit Note (Supplier Credit):

   • Purpose: Record credit issued by supplier.
   • Process: Upload/email credit note. Zudello extracts data, links Supplier. User codes and submits.
   • Workflow: May bypass approval or follow a simple approval flow.
   • Next Step (If Approved): Status moves to Processing or Completed, triggering ERP integration to create Vendor Credit/Credit Memo.

This represents a common flow, but your organisation's specific configuration (especially Sentences) determines the exact statuses, approval steps, and transitions used.

See also: Standard Purchasing Flows.

title: What's the standard flow for a Quote/Requisition/PO/Invoice/Credit? description: Overview of the typical document lifecycle in Zudello's Purchasing module. slug: /faq/purchasing/standard-procurement-flow sidebar_label: What's the standard procurement flow?

FAQ: What's the standard flow for a Quote/Requisition/PO/Invoice/Credit?

While Zudello is flexible, a common end-to-end procurement workflow within the Purchasing module often follows these stages:

1. Quote (Optional):

   • Purpose: Obtain pricing from suppliers before committing.
   • Process: Upload a supplier quote (PDF). Zudello extracts data.
   • Next Step: Use Convert action (with Duplicate ON) to create a Requisition or PO based on the quote details.

2. Requisition (Internal Request):

   • Purpose: Internal request for goods/services.
   • Process: User creates Requisition, adds lines/coding, clicks Save and Submit.
   • Workflow: Triggers approval Sentences (e.g., based on value, department).
   • Next Step (If Approved): Approval outcome triggers a Sentence with a Convert action (Duplicate OFF) to automatically create a Purchase Order.

3. Purchase Order (External Order):

   • Purpose: Formal order commitment to a supplier.
   • Process: Created from approved Req (or directly). May require its own approvals. Reaches Pending status type upon final approval.
   • Action: User selects Place Order action.
   • Workflow: Status changes to Placed. Email potentially sent to supplier.
   • Next Step: Awaiting goods receipt and/or invoice.

4. Goods Receipt (Optional - for 3-Way Match):

   • Purpose: Record receipt of goods/services.
   • Process: User opens Placed PO, selects Create Goods Receipt, enters received quantities.
   • Workflow: New GR document created (Inventory > Receipts). PO status may update to Partially Received or Received.
   • Next Step: Awaiting invoice.

5. Invoice (Supplier Bill):

   • Purpose: Bill received from supplier for goods/services delivered.
   • Process: Upload/email invoice. Zudello extracts data, links Supplier, attempts to match to PO/GR based on PO number and line details (2-way or 3-way).
   • Workflow:
     • If matched perfectly (within tolerance), might auto-approve or go to a simple check.
     • If variances or no match, goes to User Review or triggers specific approval Sentences.
     • Requires coding and standard approvals (DOA, etc.).
   • Next Step (If Approved): Status moves to Processing or Completed, triggering ERP integration to create Bill/AP Invoice. PO/GR allocation statuses update.

6. Credit Note (Supplier Credit):

   • Purpose: Record credit issued by supplier.
   • Process: Upload/email credit note. Zudello extracts data, links Supplier. User codes and submits.
   • Workflow: May bypass approval or follow a simple approval flow.
   • Next Step (If Approved): Status moves to Processing or Completed, triggering ERP integration to create Vendor Credit/Credit Memo.

This represents a common flow, but your organisation's specific configuration (especially Sentences) determines the exact statuses, approval steps, and transitions used.

See also: Standard Purchasing Flows.