What is a three-way match?

Comparing three documents before you pay: the purchase order, the goods received and the supplier’s bill. If the quantity or the price differs, the bill is held until someone checks it.

Can large orders need approval?

Yes. You set the amounts, and orders above them go to the right person before they reach the supplier. Every approval is recorded.

What happens when a delivery comes in short?

The store records what actually arrived. The bill is matched to that, and the difference is held until the rest arrives or the supplier sends a credit.

Does it record GST or VAT on supplier bills?

Yes. The tax on each bill comes from your country’s pack, so input tax credit in India and input VAT in the UAE are in the books, not in a folder.

We use Tally or Excel today. Can we move?

Yes. We bring in your suppliers, items, open orders and unpaid bills, then check the balances with you before you go live.

Purchase Management Software: Orders to Bills

Does buying look like this?

be honest

The order was a phone call.
Nobody wrote down the price that was agreed, so the bill is the first time anyone sees it.
Short deliveries get paid in full.
The store took in 96 boxes, the bill says 100, and accounts pays the bill because that is the paper they have.
Who approved this?
A large order went out on a message, and nobody can say who said yes or when.

One order, matched before you pay.

One hundred boxes ordered from a regular supplier, then checked three ways.

Purchase order: 100 boxes at 600: 60,000
Goods received: 96 boxescounted at the door: 57,600
Supplier bill: 100 boxes: 60,000
Held back by the match4 boxes never arrived: −2,400
Approved to pay: 57,600

The order, the delivery and the bill are compared line by line. What does not match is held until someone looks at it.

An illustration, before tax. Your country’s pack records the GST or VAT on each bill.

Everything buying needs, in one place.

Requests to orders

A team asks for what it needs, you ask suppliers for prices, and the chosen quote becomes the purchase order.

Approvals by amount

Small orders go straight through. Larger ones go to the right person first, and the record shows who approved and when.

Goods received, counted

The store records what actually arrived against the order. Stock goes up the moment it is received.

Bills matched three ways

Each bill is checked against the order and the delivery. A short delivery or a changed price is held, not paid.

Suppliers, in one record

Contacts, terms and tax details for every supplier. A change to their bank details can need a second person to approve it.

Reorder before you run out

When an item falls below its reorder level, a purchase order is drafted for you to approve.

Works with the rest of PrimoERP.

InventoryWhat you receive is in stock, in the right warehouse, at once.Read more AccountingBills and payments post to the ledger by themselves.Read more Sales and invoicingQuotes, orders and invoices on the same stock and books.Read more GST accounting for IndiaInput tax credit from every supplier bill, kept in the books.Read more

Purchase questions people ask us.

1.

Is PrimoERP purchase management software?

Yes. Requests, supplier quotes, purchase orders, goods received and supplier bills are one flow, and each step updates your stock and your books.

— the PrimoERP team

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