Running a Procurement Process

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Initiating a Request in Intake

An intake is the initial request any employee can create to request goods or services. It is submitted at the department level and can follow a department-specific approval flow. Once fully approved, the intake is automatically converted into a requisition, which is then managed by a procurement or sourcing professional within the company. How to create and manage an Intake Create Intake On the left side of your screen, you will see the button “Purchasing.” Clicking on it will expand the sub-menu items. There, you will see the Intakes button. Click it and then click on Create Intakes to submit a simple request. You will be directed to a form where you will have to fill in the necessary fields like Title Type of Request, Department, Priority level, Request (requesting items as a text) and Expected Delivery Date. Optionally, you can suggest vendors and/or assign a specific buyer within your company to handle this request. Based on the type of request that you have selected, you can then proceed to “Select from Catalog” and optionally add items from the item catalog or the vendor catalog which lists all approved items from the registered vendors in Proculy. The saved intake will be submitted for approval according to the configurations set up in your workflow. Approve an Intake When an intake is submitted for approval, the assigned first-level approver will receive a system notification and an email. Through these notifications, the approver can view the intake, review it, and decide to approve or reject it. Alternatively, approvers can check their dashboard under Your Involvement, where the number of intakes pending their action is displayed. Clicking on this number will show the pending intakes awaiting approval. Click on the Intake ID to view the details. Edit an Intake When an approver sends an intake you created for revision, you will be able to edit the intake. You can either view the intake via the notification you receive or simply click on Intakes under Purchasing and click on the Intake ID you want to view. On the upper right corner you can see the Edit button. Alternatively, go to the Intakes page, click the Actions button next to the intake, and select Edit. You can make necessary changes and resubmit for approval.

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How to create and manage a requisition

A requisition is a document that can be used to list all requested goods and services at one place. A requisition is automatically created for an approved intake to transition the request into the procurement process. You also have the option to create a requisition from scratch. Within a requisition, you can add required items with additional details and then proceed to create purchase orders or requests for quotes. Create Requisition On the left side of your screen you can see the button Purchasing. Clicking on Purchasing will expand the sub-menu items. There you have the Requisitions button. Click it and click on Create Requisitions. You will be directed to a form where you will have to fill in the necessary fields like Title Type of Purchase, Shipping address, Department, Delivery Date and Priority, and line items. Based on the selected purchase type, you can proceed to add requested items with quantities from either the item catalog or the vendor catalog, which includes all approved items from registered vendors in Proculy. If the requested item is not available in either catalog, you can add text items to the requisition by clicking the Add New Item button. By using the checkbox “Request to add this item into the Item Catalog,” you can submit a request to add the new item to your company’s item catalog. You can also add additional line item details, such as the vendor, unit price, and, if applicable, link a contract to the item. Once done with that click save. You can create purchase orders or requests for quotes from requisitions in pending status. Select the line items and click Create PO or Create RFQ. To create purchase orders, the selected line items must have a vendor and unit price assigned. Edit Requisition When a requisition is created from an intake, click the edit button on the requisition’s single view page or in the action buttons. From there, you can add line items and update the requisition to process it into purchase orders or requests for quotes. Any pending requisition can be edited, and the information for the pending line items (those for which a PO or RFQ has not been created) can be updated.

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How to manage Purchase Order

You have two options to create a purchase order. Creating a Purchase Order from a Requisition Go to Purchasing on the left side of your screen and expand the sub-menu items. There you have the Requisitions button. Click it and click on a Requisition ID you want to view. Selecting line items in a requisition, will activate the Create PO button at the bottom. Click it and confirm, purchase orders will be created separately for the selected line items if the vendors are different. Note: Purchase orders can only be created for items with a vendor selected and a unit price added. The created Purchase order(s) will be in Draft status, allowing you to add additional order related details before submission. Once submitted, the PO follows the configured approval workflow. Creating a purchase order from scratch To create a purchase order from scratch, go to Purchasing on the left side of your screen and click on Purchase Orders in the sub-menu. At the right upper corner you have the Create Purchase Orders button. Click it and fill all required data and add the line items with their information. Saving it will submit for approval. All created purchase orders are listed in the purchase orders page and a user can see the list of created orders with their status. Statuses:

• Draft: When a PO is created from a requisition or RFQ it is saved as a draft, so a user can review and submit it.
• Approval Pending: The PO is still in approval
• Send for Revision: An approver has sent the PO for revision
• Sent to Vendor: PO is completely approved and has been sent to the vendor
• Vendor Accepted: The vendor has accepted the order
• Partially Received: Ordered items have been received partially and received notes have been created and approved in the system
• Fully Received: Ordered items have been received fully and received notes have been created and approved in the system

Approving a Purchase Order When a purchase order is submitted for approval, the assigned first-level approver will receive a system notification and an email. Through these notifications, the approver can view the order, review it, and decide to approve or reject it. Alternatively, approvers can check their dashboard under “Your Involvement”, where the number of purchase orders pending their action is displayed. Clicking on this number will show the pending purchase order awaiting approval. Click on the order ID to view the details. Editing a Purchase Order When an approver sends a purchase order you created for revision, you will be able to edit the purchase order. You can either view the order via the notification you receive or simply click on Purchase Orders under Purchasing and click on the PO ID you want to view. On the upper right corner you can see the Edit button. Alternatively, go to the Purchase Orders page, click the Actions button next to the PO, and select Edit. Tracking POs Sent to Vendors When a purchase order (PO) is sent to a vendor, they can accept or reject the order via the Vendor Portal. If the vendor is not using the portal, you can manually update the PO status as “Vendor Accepted” or “Vendor Rejected’ with a remark, on their behalf. Received notes and invoices can only be created for purchase orders that have been accepted by the vendor. Actions for Vendor Accepted POs: When viewing a PO marked as ‘Vendor Accepted’, the following actions will be available: Prepayment:

• A prepayment can be made for a purchase order before receiving an invoice.
• Click Prepayment, select the payment mode, and enter the amount.
• Payments can be made via credit card using Stripe or recorded for bank transfers, wire transfers, or other methods, with payment proof attached.

Upload Invoice:

• If you receive invoices outside the Vendor Portal, you can upload the received invoice as a PDF. For accuracy, add the invoice date and payment due date before uploading.
• The system will extract data using AI-powered OCR to create an invoice.

Upload Received Note:

• Instead of manually creating a received note, you can upload a packing slip in PDF format for the PO. Before uploading, add the received date and received note type for accuracy.
• The system will generate the received note using AI-powered OCR.

Handling Partially Received Orders:

• If an order includes an item with an under-receiving tolerance limit, and the received quantity falls within this limit but does not match the ordered quantity, the PO status remains ‘Partially Received’.
• If you want to mark the order as fully received, you can manually update the status as long as the received quantities remain within tolerance limits.
• When eligible, an ‘Update Status’ option with a ‘Fully Received’ button will appear.
• Add a remark and click the button to finalize the status. -Once marked as ‘Fully Received’, no further received notes can be created for that order.

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How to work with Received Notes

Received notes are for recording the receival of your ordered items. Create Received Note Access the received notes page from Receiving > Received Notes. All created Received Notes are listed in a tabular view. Clicking on the “Create Received Note” button on the top right corner of the page will open a modal to list all purchase orders in Vendor Accepted or Partially Received status. Only these orders are eligible for received notes. The filter options can be used to search for a purchase order. Click Select next to the desired purchase order to proceed to the received note creation page. The purchase order’s line items will be displayed with ordered and pending quantities. Enter the received quantities in the Receiving field. You can remove line items that have not been received. When a received note is submitted for approval, the assigned first-level approver will receive a system notification and an email. Through these notifications, the approver can view the received note, review it, and decide to approve or reject it. Alternatively, approvers can check their dashboard under “Your Involvement”, where the number of received notes pending their action is displayed. Clicking on this number will show the pending received notes awaiting approval. Click on the received note ID to view the details. If any changes are needed, the approver can send the received note for revision. When rejecting a received note, the approver has the option to save its details as a returned note. Created returned notes can be accessed under the Returned Notes tab (Receiving > Received Notes > Returned Notes). Edit a Received Note A draft received note created by you can be edited and submitted for approval. Additionally, when an approver sends a received note you created for revision, you will be able to edit it. You can either view the received note via the notification you receive or simply click on Received notes under Receiving and click on the received note ID you want to view. On the upper right corner you can see the Edit button. Alternatively, go to the received notes page, click the Actions button next to the received note, and select Edit. You can make necessary changes and resubmit for approval.

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How to manage invoices

To manage invoices and process them into payments, navigate to Accounts Payable > Invoices. Here, users can review all submitted invoices. You can click on the invoice ID to go to the single view page of an invoice and verify if they are:

• 2-Way Matched: The invoice matches the ordered line items, quantities, and price details exactly or within the invoice tolerance levels (any previously approved invoices for the same PO are also considered into the total calculation).
• 3-Way Matched: The invoice is 2-way matched, and the total received quantities match the total invoiced quantities or are within the invoice tolerance limits (any previously approved invoices for the same PO and all received notes created for the PO except for the rejected ones are considered into the total calculation).
• Duplicated: The invoiced quantities exceed the ordered quantities, or the same PDF invoice has been uploaded more than once. Additionally, users can view linked budget details for the invoice. Once verified, approvers can approve the invoice for payment, ensuring an efficient and accurate invoicing process.

Uploading Vendor Invoices If you receive invoices outside the system, you can upload a vendor invoice PDF to the corresponding purchase order (PO), provided that the PO has been accepted by the vendor. To upload an invoice, navigate to Purchasing > Purchase Orders. Open the relevant PO and click Upload Invoice. Managing Uploaded Invoices To view an uploaded invoice, go to Accounts Payable > Invoices. Initially, the invoice status will be set to “Queued”. Once the invoice is successfully processed, the status will change to “Approval Pending” or “Approved” depending on the approval workflow set for invoices in the system. If the invoice does not require any approvals, it will be automatically approved and ready for payment. If the invoice remains in the “Queued” status, click on the kebab menu (actions button) and select the “Reprocess” option to trigger the OCR and extract the data again. In case the uploaded document is invalid, the invoice status will show as “Invalid”. To review and verify the invoice details, click on the Invoice ID to open the invoice view. You can check if the line items from the uploaded invoice have been correctly mapped with the corresponding purchase order line items. If necessary, use the “Map Items” button in the top-right corner of the line items table to manually map the invoice items with the order items.

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How to work with requests for quotes

Requests for quotes can be created for goods or services through a requisition, allowing vendors to send quotes on the requested items when a specific vendor cannot be selected or you want to explore more options from the Proculy B2B marketplace. Creating a Request for Quote Requests for Quotes Page Created requests for quotes will appear on the requests for quotes page, accessible via the main menu: Sourcing > Requests for Quotes for Quotes. The status of requests for quotes is displayed in a table view:

• Active: The request for quotes is still receiving responses from vendors.
• Processed: Purchase Orders (POs) have been created for all line items within the requests for quotes. No more POs can be created from this request for quotes.
• Closed: The quoting end date has expired. Vendors cannot respond to this request for quotes anymore.

A row in the table can be expanded to see the response status of vendors.

• Pending: The vendor has not sent a quote yet
• Responded: The vendor has sent a quote
• Updated: The first submitted quote has been updated

Updating Requests for Quotes

1. View and Update: Users can view details, received quotes, and update requests for quotes by adding more vendors, uploading files, and updating quotes on behalf of a vendor.
2. Add Vendors: For an active request for quotes, click the “Add Vendors” button in the top-right corner. Select the vendors from the list and confirm by clicking the “Add Vendors” button, then click “Create” on the confirmation message.

3. Update Quote: Users can update a quote on behalf of a vendor, including unit price, discount, tax rates, shipping cost, delivery mode,shipping term, net term, and an expiration date for the quote. Additional notes and attachments can be used for more information exchange. Click the “Update” button to save changes.

Creating a Purchase Order from Quotes

1. Select the Best Quote: From received quotes, select the best quote for an item. For multiple line items, different vendors can be chosen for different items, but only one PO can be created per line item.
2. Create PO: Select the checkbox for the line item and click the “Create PO” button at the bottom of the page.

3. Draft PO: The created POs will be listed in the Purchase Orders page as drafts and you will be navigated to the purchase orders page with the draft order created at the top. View it, review and add any other necessary information and submit it.

By following these steps, you can efficiently create, manage, and process requests for quotes, ensuring the best vendor selections and streamlined procurement operations.

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How to Make or Record Payments

Navigate to the Payments page via the main menu on the left: Accounts Payable > Payments. There are two types of payments: Make a Prepayment A Prepayment can be recorded for a purchase order when you want to make a payment before receiving an invoice. To be able to make a prepayment, the purchase order needs to be accepted by the vendor. Go to Purchasing > Purchase Orders and click the PO ID of the order for which you want to make a prepayment. On the right side of the PO’s single view page, click Prepayment to open the payment modal. Select the payment mode and add the amount you are paying. You can make a credit card payment through the system via Stripe payment. For that, the vendor account in the vendor portal needs to have a strip account configured. You can record a payment already made using other methods with a payment proof attachment. When the purchase order is in a foreign currency, you need to enter the current exchange rate to make the payment. The successfully recorded prepayment will be listed in the Payments page and when an invoice is received and approved, the prepayment will be linked to the invoice. Make a Post-payment A post-payment can be made to one or more approved invoices for a single vendor at once. Go to the Payments page (Accounts Payable > Payments) and click Create Payment button on the upper right corner. To get a list of invoices that you can make payments for, you need to select a vendor and filter. A list of payment ready or partially paid invoices for the selected vendor will be listed in the page. Look for the invoice and enter the paying amount in the ‘Paying’ field. You will not be able to enter an amount more than the payable amount of the invoice. When the paying amount is added, the checkbox for the invoice will be activated. You can add paying amounts for multiple invoices to make the payment at once. Select all the invoices you want to add a payment to. A card will be displayed at the bottom of the page to show the selected invoices and the total amount you are going to pay. If you select invoices in different currencies, a separate card will appear for each currency. Select your payment mode. Here also, you can make a credit card payment through the system via Stripe payment. You can record a payment already made using other methods with a payment proof attachment. Submitting it will record the payments to the Payments page and also to the selected invoices. The Payment Status of the invoices will be updated accordingly as Partially Paid or Fully Paid.

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How to Create and Manage Budgets

Navigate to Budgets in the main menu to view all created budgets. The list view allows you to expand rows to see more budget details. Click on the budget title, or click the kebab menu (⋮) next to the budget and select View to open the detailed budget page.

• Title: Enter a name for the budget.
• Budget Holder: Select the person responsible for the budget.
• Departments & Projects: Choose all applicable departments and projects for the budget.
• Approvers with Viewing Access: Select users who should be able to see the linked budget details when approving a procurement document.
• Choose the total budget period.
• Select how the budget should be divided: monthly, quarterly, or each date range and allocate budget amounts accordingly. The total Budget amount will be calculated automatically.

Edit Budget You can update the information of a saved budget. Click the kebab menu (⋮) next to the budget in the Budgets page and select Edit, or click on the budget title to open the detailed view and then click the Edit button in the upper-right corner. Applying created budgets into procurement Budgets can be linked optionally when creating intakes and requisitions. When selecting a budget from the dropdown, only applicable budgets will be listed based on the department or project selected and the creation date of the document. If the total budget amount is less than the total value of the document, you cannot link that budget to the document. During approval, assigned approvers can view budget details only if they are listed as an “Approver with Viewing Access” for the linked budget.

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How to Create and Manage Contracts

You can manage a list of contracts that you have with your vendors and link them for line items as applicable when creating requisitions and purchase orders. Navigate to Vendor Management > Contracts to see the list of saved contracts in your company. By default only active contracts will be shown in the table. You can use the toggle “Active Contracts Only” to view all created contracts. Click the kebab menu (⋮) next to the contract in the Contracts page and select View, or click on the contract name to open the detailed contract page. Create Contract Navigate to the Contracts page via Vendor Management > Contracts and click on the Add Contract button on the top right corner. Fill the mandatory contract data in the pop-up. Set the contract period and select the vendor with the department from which the contract is created. You can attach files related to the contract and add more details as a remark. You have the option to enable auto renewal for the contract to automatically renew the contract for the same duration upon expiration. You can also set your notification preference to be notified about the expiration of the contract before its end date. Click Create to save the contract. The user who creates the contract will be recorded as the Contract Owner. Edit Contract You can update the information of a saved contract. Click the kebab menu (⋮) next to the contract in the Contracts page and select Edit, or click on the contract name to open the detailed view and then click the Edit button in the upper-right corner. Link Contract for Line Items You can link contracts to line items in requisitions and purchase orders. When selecting a vendor for a line item in a requisition or purchase order, the system will display a list of active contracts for that vendor in the Contracts field. To link a contract in a requisition, navigate to Purchasing > Requisitions > Create Requisition (or Edit Requisition), select the items, assign vendors, and choose a contract from the list. To link a contract in a purchase order, navigate to Purchasing > Purchase Orders> Create Purchase Order (or View Draft PO / Edit a PO sent for revision), select a vendor, and choose the contract for each line item. [add image - select contracts for line items]

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How to Work with Reports

2-way/3-way Matching This report gives you an overview of all vendor invoices in a specific time period and their 2-way/3-way matching status. To access it, go to Accounts Payable in the main menu and click on 2-way/3-way Matching. Duplicate Invoice Detection This report highlights potentially duplicated invoices from a vendor. Duplicates are detected when the same PDF with an identical invoice number is uploaded multiple times, or when invoice quantities exceed the ordered quantity of an item. To access the report, go to Accounts Payable in the main menu and click on Duplicate Invoice Detection. Insights Reports Go to Reports in the main menu and click on Insights. There, you can select a type of procurement document and a time period to view a list of created documents along with summary details. Purchase Order Reports When you click on “Reports” in the main menu, you’ll see three purchase order report options: by users, by departments, and by vendors. These reports respectively display purchase orders categorized by the user who created them, the department they were created from, and the vendor they were sent to. Each report provides an overview of the total number and value of purchase orders, along with filter options. By clicking on a specific user, department, or vendor, you can view all related purchase orders for a selected time period. The report includes a table with expandable rows, showing summarized details for each purchase order.