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Standard purchasing flows

Understanding how documents move through Zudello puts power back in your hands. This guide explains the standard purchasing flows in Zudello, from initial requisition through to completion, so you can accurately monitor documents from start to finish.

Best practices​

  • Review and understand your organisation's document and approval workflows before processing documents
  • Monitor document statuses regularly to identify any bottlenecks
  • Process documents promptly to maintain efficient workflows

Understanding the purchasing flow​

This guide covers standard flows for the following document types:

  • Quotes
  • Requisitions
  • Purchase orders
  • Goods receipts
  • Invoices
  • Credits

This guide references standard document statuses. For more information on statuses, see Document statuses.

Quotes​

The standard quote flow is:

  1. A quote is uploaded and extracted.
  2. If the quote passes all validation checks, it moves into Ready status; otherwise, it moves into User Review status.
  3. A user reviews the quote and makes any required changes before submitting.
  4. The user converts the quote into a requisition.

For more information on converting quotes, see converting-a-quote-to-a-requisition-or-purchase-order.

Requisitions​

The standard requisition flow is:

  1. A user creates a draft requisition or converts one from a quote.
  2. The user codes the requisition and submits it for approval.
  3. The requisition moves through the team's approval flow.
  4. Zudello converts the approved requisition into a purchase order in Pending status.

Purchase orders​

Purchase orders can be:

  • Created from approved requisitions, as detailed above.
  • Created directly as draft purchase orders.

For purchase orders created from purchase requisitions, the standard flow begins from step 4 below.

The standard purchase order flow is:

  1. A user creates a draft purchase order.
  2. The user codes the purchase order and submits it for approval.
  3. The purchase order moves through the team's approval flow.
  4. Once approved, Zudello moves the purchase order to Pending status.
  5. The user emails the purchase order to the supplier, moving it into Placed status.
  6. Placed orders are available for two- and three-way matching.
  7. Goods receipt matching:
    • When the purchase order is partially matched to a goods receipt, the order moves to Partially Received status.
    • When the purchase order is fully matched to a goods receipt, it moves to Received status.
  8. Invoice matching:
    • When the purchase order is partially matched to an invoice, the order moves to Partially Invoiced status.
    • When the purchase order is fully matched to an invoice, it moves to Invoiced status.
  9. Invoiced purchase orders are no longer available for matching.

Users can also manually close purchase orders at any point. Closed purchase orders cannot be matched to receipts or invoices.

Invoices​

The standard invoice flow is:

  1. An invoice is uploaded and extracted.
  2. If the invoice passes all validation checks, it moves into Ready status; otherwise, it moves into User Review status.
  3. A user codes the invoice and reviews two- and three-way matching if applicable.
  4. The user submits the invoice for approval.
  5. The invoice moves through the team's approval flow.
  6. Once approved, Zudello creates the invoice in your ERP.
  7. The invoice moves to Completed status.
  8. Zudello updates the statuses of any matched purchase orders accordingly.

Credits​

Credits are standalone documents that cannot be allocated to invoices, purchase orders, or goods receipts. In the standard flow, credits do not require approval, regardless of the total.

The standard credit flow is:

  1. A credit is uploaded and extracted.
  2. If the credit passes all validation checks, it moves into Ready status; otherwise, it moves into User Review status.
  3. A user reviews and codes the credit.
  4. The user submits the credit for processing.
  5. Zudello creates the credit in your ERP.
  6. The credit moves to Completed status.

You can relate credits to invoices or purchase orders using the related documents and attachments feature. For more information, see Related Documents and Attachments.

Need help?​

Contact your organisation administrator or Zudello support for assistance with purchasing flows.