Procurement
Purchase orders, suppliers, expense claims and approvals.
Procurement is the spending side: purchase orders, suppliers, expense claims and the approvals that gate them.
Procurement is Command only, and needs the manage_finance capability on your role.
In this guide
- Getting to the page
- Overview
- Purchase orders
- Suppliers
- Expense claims
- Approvals
- How procurement reaches Finance
- Troubleshooting
1. Getting to the page
Click Procurement in the Finance section, at /client/procurement. Five tabs: Overview · Purchase Orders · Suppliers · Expense Claims · Approvals.
Deep links work: ?new=po opens a new purchase order, ?new=supplier a new supplier.
2. Overview
Committed spend, open purchase orders, claims awaiting approval, and what is waiting on you specifically.
3. Purchase orders
Raise a PO against a supplier with line items, quantities, prices, tax, a delivery date and a currency. A PO moves through draft → submitted → approved → received → billed.
Receiving a PO records what actually arrived, which is what turns a commitment into a bill.
4. Suppliers
Your supplier records: contact details, payment terms, tax registration, bank details and the history of everything raised against them.
There is also a public supplier portal where a supplier can be given limited access to their own orders.
5. Expense claims
Staff submit claims with receipts attached, categorised. A claim moves through submitted → approved → paid, and the receipt stays attached at every stage.
6. Approvals
The queue of everything waiting on a decision — purchase orders and expense claims — with the amount, the requester and the context. Approval rules decide what needs approving and by whom, typically by amount threshold.
An approval is recorded with who approved it and when. The audit trail is the point.
7. How procurement reaches Finance
- An approved PO, once received, becomes a bill in Finance.
- An approved expense claim becomes an expense.
- Both post to the ledger against their category, so budget-vs-actual includes committed spend.
8. Troubleshooting
| Symptom | Cause | Fix |
|---|---|---|
| Procurement isn't in the nav | Command only, and needs manage_finance | Check the plan and your role |
| A PO can't be approved | You are not an approver for that amount | Check the approval rules |
| An approved PO didn't become a bill | It has not been received | Receive it first |
| A claim is stuck | Nobody has approved it | Approvals tab |
| Spend doesn't show in budgets | The category is missing | Categorise the PO or claim |