Cross-module workflow
Procure to Pay
A requisition moves through sourcing, award, purchase order, and receipt, and a vendor bill can only be created once two- or three-way matching confirms it.
- 01
Trigger
- 02
Work
- 03
Govern
- 04
Outcome
What it is
Procure to Pay is Vercentlabs ERP's real, cited sequence connecting Procurement and Accounting — a purchase order can only become a vendor bill once matching confirms the order, receipt, and invoice actually agree.
Execution sequence
- Steps
- 07
- Modules
- 02
- Approvals
- 02
The real sequence, step by step
The runbook shows trigger, participants, each module handoff, approvals, automated actions, exceptions, visibility and business value in one continuous operating document.
Trigger
A requisition is raised for goods or services the business needs.
Participants
Requesting employee · Category/sourcing buyer · Supplier · Receiving clerk · AP/finance staff
- RequisitionProcurement
A requisition is drafted and submitted, entering a governed draft→submit→approve→execute state machine.
- Sourcing (where used)Procurement
Supplier RFQ invitations, bids, and evaluations can precede an award for competitively sourced spend.
- Purchase orderProcurement
An approved order is created, then dispatched to the supplier and acknowledged, with a full amendment workflow if terms change.
- ReceiptProcurement
Goods or services received against the acknowledged order are recorded.
- MatchingProcurement
2, 3, or 4-way matching compares the order, receipt, and invoice, with per-line variance tolerance and a mandatory reason for any override.
- Vendor billAccounting
A vendor bill can only be imported once matching confirms a 'matched' status — not before.
- PaymentAccounting
The matched, posted bill is paid through Accounting's payables process.
Approvals
- 01Purchase orders move through a governed approve → dispatch → acknowledge lifecycle, not an informal sign-off.
- 02A vendor bill cannot be created until the matching engine confirms 'matched' status.
Automated actions
- 01Self-approval is blocked at every governed stage of the chain.
- 02A match failure automatically creates an exception case for resolution — it doesn't just fail silently.
- 03Policy-configurable readiness scoring runs continuously across the whole requisition-to-payment chain.
Exceptions & honest limits
- 01A matching variance outside tolerance requires a mandatory documented reason before an override is accepted — it can't be silently approved.
- 02Supplier qualification and activation are separate governed steps, kept apart from requisition creation itself.
Visibility
- 01A 12-report registry: spend analysis, maverick-spend detection, matching exceptions, supplier risk, and cycle time.
- 02Content-hashed governance audit snapshots at each stage of the chain.
Business value
- 01Real 2/3/4-way matching mechanically blocks AP bill creation on unresolved variance — not a policy someone has to remember to enforce.
- 02Live readiness scoring across the whole chain replaces a status-chasing email thread with a real dashboard.
Handoff map
Every module involved, in operating order.
The workflow is deliberately shown as a chain of responsibility rather than a bag of features.
Buyer questions
Questions buyers ask about this runbook
Direct answers about how the sequence behaves, where controls sit and what a real deployment should expect.
Can a requisition skip straight to a purchase order without sourcing?
Yes — sourcing/RFQ is part of the chain for competitively sourced spend, not a mandatory gate on every requisition. A direct requisition-to-PO path exists for routine purchases.
What stops someone from approving their own purchase order?
Self-approval is blocked structurally across the chain — the same person who creates a supplier, purchase order, or receipt cannot also approve or qualify it, enforced in the permission model, not left to policy.
Does Stock automatically reorder when it runs low?
No — reorder rules reference a preferred supplier and feed a low-stock dashboard, but there's no automatic requisition job triggered from Stock today. Replenishment is still a deliberate purchasing decision, made on real-time data.
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