Purchase to Payment Workflow

Cross-Module Workflow

This guide describes the procurement workflow from purchase order creation to supplier payment.

Overview

The Purchase to Payment (P2P) workflow covers:

1. Requisition (Operations Module)

   • Identify need for inventory replenishment
   • Low stock alerts and reorder reports
   • Purchase requisition creation

2. Purchase Order Creation (Operations Module)

   • Supplier selection
   • PO generation from requisitions or reorder reports
   • PO approval workflow

3. Order Transmission (Operations Module)

   • Send PO to supplier
   • Supplier acknowledgment
   • Expected delivery dates

4. Goods Receipt (Operations Module)

   • Receive shipment from supplier
   • Quality inspection
   • Inventory updates

5. Invoice Verification (Finance Module)

   • Match supplier invoice to PO and receipt
   • Three-way matching (PO, Receipt, Invoice)
   • Discrepancy resolution

6. Payment Processing (Finance Module)

   • Payment approval
   • Payment execution
   • Accounts payable updates

State Transitions

PO (DRAFT) -> PO (PENDING_APPROVAL) -> PO (APPROVED) -> PO (SENT)
-> PO (ACKNOWLEDGED) -> PO (PARTIALLY_RECEIVED) / PO (RECEIVED) -> PO (COMPLETED)

Integration Points

• Low stock detection triggers auto-reorder via LowStockDetected event
• Operations manages purchase orders and goods receipt
• Finance handles invoice matching and payment via PurchaseOrderReceived event
• Inventory automatically updates upon goods receipt

API Flow Example

# 1. Create purchase order
POST /api/v1/operations/purchase-orders

# 2. Approve purchase order
POST /api/v1/operations/purchase-orders/{id}/approve

# 3. Send to supplier
POST /api/v1/operations/purchase-orders/{id}/send

# 4. Receive goods
POST /api/v1/operations/purchase-orders/{id}/receive

Partially Available

Some parts of this workflow are already fully documented:

• Purchase Order Management
• PO Workflow
• Receiving Goods
• Auto-Reordering

Full end-to-end documentation including Finance integration will be added as the Finance module is finalized.