Purchase requests
Start a purchase as a logged request that can be reviewed and approved, rather than a message someone might action.
The whole purchase, from the request nobody logged to the invoice you can check.
Farexa Procurement runs the full cycle — request, quote, purchase order, goods receipt, supplier invoice — plus returns and credit notes, with approvals at each step, so buying is a trail instead of a pile of emails.
Buying goes wrong in the gaps: a request made verbally, a PO that doesn't match what arrived, an invoice paid because nobody had the receiving note to check it against. Farexa closes those gaps by making the purchase one connected chain. A purchase request starts it, vendor quotes let you compare suppliers before committing, and a purchase order is raised from what you actually decided — not typed fresh from memory.
When goods arrive, a goods receipt records what was delivered against the order, so the supplier invoice can be checked against both what was ordered and what came in before anyone approves payment. When something has to go back, purchase returns and supplier credit notes are part of the same cycle rather than an afterthought handled over email. Approvals sit at the steps that matter, so authority to commit spend is delegated deliberately instead of assumed.
Because procurement shares records with the rest of the platform, receiving updates stock and supplier invoices post to accounts payable without re-entry. The buyer, the storekeeper, and the accountant are looking at the same purchase from three angles instead of keeping three separate spreadsheets that have to be reconciled later.
Key features
What the cycle covers.
Vendor quotes and RFQs
Gather and compare supplier quotes before committing, so the purchase order reflects a decision.
Purchase orders
Raise POs from the request with lines, supplier, and approval, and track their status through to receiving.
Goods receipts
Record what actually arrived against the order, so deliveries are matched rather than assumed.
Supplier invoice checking
Review the supplier invoice against the order and the receipt before it's approved for payment.
Purchase returns and credit notes
Send goods back and record supplier credit notes inside the same cycle, not over email.
Approvals at each step
Authority to commit spend is delegated deliberately, with approvals on the steps that matter.
Receiving updates stock, invoices post to AP
Goods receipts update inventory and supplier invoices post to accounts payable without re-entry.
How it works
From request to posted invoice.
01
Raise a request. Someone who needs to buy logs a purchase request, which can be reviewed and approved before it becomes a commitment.
02
Compare quotes. Gather vendor quotes for the request and compare suppliers before deciding who to buy from.
03
Issue the purchase order. Raise a PO from the chosen quote with its lines and supplier, route it for approval, and send it.
04
Receive the goods. Record a goods receipt against the order when the delivery arrives, updating stock as it lands.
05
Check and post the invoice. Match the supplier invoice against the order and the receipt, approve it, and let it post to accounts payable — handling any return or credit note in the same cycle.
Who it's for
Who buys through it.
- Trading and distribution businesses — Where buying well is the margin, and quote comparison plus receiving accuracy matter.
- Construction and contracting — Site material orders that need controlled approval without slowing the field.
- Multi-branch operators — Branch replenishment with a paper trail from request to invoice.
- Buyers, storekeepers, and accountants — Buyers commit, storekeepers receive, accountants check — over one purchase, not three spreadsheets.
Works with
Where the purchase connects.
- Purchase Orders — The PO step in close-up, with lines, approvals, and status.
- Inventory — Goods receipts update stock as deliveries arrive.
- Accounting — Supplier invoices post to accounts payable.
- Finance — Payables feed AP aging and the cash-flow view.
- Analytics — Supplier and purchase reporting, exported for review.
FAQ
What buyers ask first.
Does it cover the whole purchase cycle?
Yes. Purchase request, vendor quotes, purchase order, goods receipt, and supplier invoice, plus purchase returns and supplier credit notes — all connected, with approvals at the steps that matter. It's the full cycle, not just a PO form.
Can I check a supplier invoice before paying it?
Yes. A goods receipt records what arrived against the order, so the supplier invoice can be matched against both what was ordered and what was received before it's approved for payment.
Can I compare suppliers before ordering?
Yes. Vendor quotes let you gather and compare supplier offers for a request, so the purchase order reflects a decision rather than a default.
Does receiving update stock automatically?
Yes. Goods receipts update inventory as deliveries land, and supplier invoices post to accounts payable — so the buyer, storekeeper, and accountant work from the same purchase without re-keying.
How are approvals handled?
Approvals sit on the steps where spend is committed, so authority is delegated deliberately. Requests and purchase orders can be routed for approval before they become commitments.
See a purchase go request-to-invoice.
Book a walkthrough with your own suppliers and approval rules, and watch a request become a checked, posted invoice.