Five-stage procure-to-pay cycle
Requisition, RFQ, supplier quotation comparison, purchase order and goods receipt form one continuous cycle, but a smaller business can switch on only the stages it needs and add the rest later as it grows.
REQUISITION TO PAY
Buy at the right price, from the right supplier, and know your true landed cost.
Enfinity ERP's Purchase module runs the full requisition-to-pay cycle — request, compare, order, receive, invoice and pay — or just the buy-and-bill steps a smaller operation actually needs. Every stage you don't switch on stays out of the way.
Small buying teams juggle supplier quotes in spreadsheets, lose track of what was actually received against a purchase order, and only discover a duplicate or overpriced bill after payment has gone out. A trading business that doesn't allocate freight and duty into item cost is pricing on guesswork, and a finance team without a payables ageing view pays whoever calls loudest, not what is actually due. Purchase brings requisition, comparison, ordering, receiving and payment into one auditable line.
How it works
- Requisition
A department raises a purchase requisition; a budget check tells the approver whether it fits before sign-off, so spend never surprises finance later.
- Request for quotation
An RFQ goes to your shortlisted suppliers, and quotations come back into one screen ready for comparison.
- Compare & order
Compare price, lead time and terms across every quotation on one screen, then convert the winning quote straight into a purchase order.
- Receive
Goods receipt records what arrived — in full or in part — against the order, with an audited unpost if a receipt needs correcting.
- Invoice & match
The supplier bill is entered as a draft, optionally matched three ways against the order and receipt, and posted only once it is confirmed correct.
- Pay
A payment proposal assembles which bills are due, applies any standing supplier advance, and posts payment with full ageing visibility.
Capabilities
Purchasing mode hides what you don't use
The navigation only shows the stages your business has turned on, so a simple buy-and-bill operation is never confronted with a full requisition cycle it has no use for.
Side-by-side quotation comparison
Every supplier quotation against one RFQ lands on a single comparison screen — price, quantity, lead time and terms lined up together — so the buyer picks the best offer with evidence, not memory.
Purchase orders with partial receipt tracking
A purchase order tracks what arrived against what was ordered, line by line, so a supplier shipping in batches never leaves stock or payables unclear.
Purchase invoices with an audited unpost
Supplier bills move through a draft-then-post lifecycle, and if a posted invoice or a goods receipt turns out wrong, an audited unpost path corrects it without leaving a hole in the trail.
Supplier payments, returns and debit notes
Pay suppliers, return goods that don't meet spec, and raise debit notes against a supplier — all recorded against the same supplier ledger so the balance you see is always the real one.
Supplier master with per-supplier pricing
Each supplier can carry its own purchase price, unit of measure and manufacturer reference on the same item, so ordering the right pack size from the right source is a lookup, not a phone call.
Supplier advances applied to later bills
An advance paid to a supplier stays visible and is applied automatically against the bills it was meant to cover, instead of a manual reconciliation exercise every month end.
Landed cost allocation
Freight, duty and handling get spread across received lines using their own allocation logic, so the cost recorded against an item reflects what it actually cost to land it — kept available even at the smaller tiers because a trading business needs this from day one.
Payables ageing and cash-flow schedule
A payables ageing report and a forward-looking cash-flow schedule show what you owe, to whom, and when it falls due, and a payment proposal assembles the next batch of bills to pay from that same picture.
Freight, delivery terms and carriers on the order
Freight terms, delivery terms and the shipping carrier sit on the purchase document itself, so who pays for shipping and who is responsible for the goods in transit is agreed before the order is placed.
AI. You decide.
Bill scan to draft purchase invoice
Point a phone camera or scanner at a supplier bill and get back a non-binding draft purchase invoice with supplier, date, currency and lines already filled, ready for review instead of retyping.
The draft is a suggestion only — a person confirms the supplier and reviews every prefilled line as free-text expense lines rather than auto-matched items, the feature works without an AI provider configured, and every draft is logged to the advisory ledger before a payables clerk posts it.Duplicate supplier-invoice detection
Before payment goes out, a batch of supplier invoices is screened against each other on supplier, invoice number, amount and date, flagging likely duplicates that would otherwise slip through.
The match is computed deterministically first and the model only adds the explanation, it works with no AI provider configured, every flag is logged to the advisory ledger, and a payables reviewer decides whether to hold or release the invoice — nothing is blocked or paid automatically.Supplier scoring
On-time delivery, quality reject rate, price variance, average lead time and order count roll up into one comparable score per supplier, so a buyer weighs suppliers on evidence rather than gut feeling.
The score is computed deterministically from the business's own transaction history and the model only explains it, the feature works with no AI provider configured, every score is logged to the advisory ledger, and the buying decision always stays with the buyer.Line sanity check on a draft invoice
Quantity and unit price on a draft purchase invoice are screened against the business's own purchase history for that item, catching a mistyped quantity or unusually high price before the bill posts.
The check compares deterministically against your own posted history first, and the model only writes the explanation; it works with no AI provider configured, is logged to the advisory ledger, and a payables clerk decides whether to correct the line — nothing posts itself.Requisition budget check
Before an approver signs off a purchase requisition, a budget check tells them whether the request fits the department's remaining budget, turning approval into an informed decision rather than a rubber stamp.
The fit-to-budget result is a deterministic calculation, with any narrative added on top by the model, the feature works with no AI provider configured, the check is logged to the advisory ledger, and the department approver still decides whether to approve, reject or return the requisition.GL coding suggestion on uncoded bill lines
An uncoded line on a supplier bill gets a suggested GL account built from the business's own posted history for that same supplier, cutting the guesswork out of coding a routine expense line.
The suggestion is drawn deterministically from your own posted GL history first, the model only phrases the explanation, it works with no AI provider configured, every suggestion is logged to the advisory ledger, and a payables clerk chooses the account before the bill posts.Region-native
Saudi Arabia
Withholding tax on supplier payments
A rate table by supplier category drives withholding tax on payments, and a certificate is issued against an already-booked payment as the deducted-at-source proof the supplier needs — it documents what was withheld, it does not itself reduce the amount you remit.
Saudi ArabiaUAEBahrainOman
Reverse charge on imported services
Where the buyer, not the supplier, accounts for VAT on an imported service, the reverse charge report captures that obligation so it flows into your own VAT return instead of being missed.
Saudi ArabiaUAEBahrainOmanKuwaitQatar
VAT treatment and registration on supplier bills
Supplier bills carry the tax treatment and registration number for the jurisdiction — Saudi Arabia, the UAE, Bahrain and Oman run live VAT today; Kuwait and Qatar are ready to configure the moment either introduces VAT, and Kuwait itself has no VAT regime yet.
Bilingual supplier and item naming
Supplier names and item descriptions carry a second-language field alongside the primary one, rendering right-to-left in Arabic so a purchase order or statement reads correctly for every reader.
Multi-currency purchasing and revaluation
Purchase orders and bills in a foreign currency resolve against the exchange rate at the time, and outstanding balances are revalued as rates move, so a dollar-invoiced import never distorts your local-currency payables.
Inter-company transfer pricing on group purchases
A purchase between two entities of the same group follows a transfer-pricing policy set once at the master level, so intra-group buying stays consistent instead of being negotiated deal by deal.
Editions
| Small | Standard | Professional |
|---|---|---|
| Buy-and-bill only, no requisition/RFQ stages | Included | Included |
Works with
- Enfinity HCM
Employee travel and expense claims that involve a supplier bill share the same supplier master and payables ledger as Purchase, so a reimbursable expense never gets recorded twice.
- Enfinity Restaurant
Restaurant purchasing of ingredients and consumables flows through the same supplier records and goods receipt logic as Purchase, keeping one supplier ledger across food-cost and back-office buying.
- Enfinity Retail
Retail stock replenishment purchase orders post through the same landed cost allocation and goods receipt path, so shelf cost reflects freight and duty the same way it does for every other channel.
The Enfinity platform
- The company dimension
A purchasing team operating more than one legal entity scopes requisitions, orders and supplier payments to the right company, and inter-company purchases carry the group's own transfer-pricing policy.
- Workflow & approvals
Procurement approval routing follows the business's own approval-authority master, so a requisition or purchase order always reaches the person actually authorised to sign it off.
- The AI gateway
Bill scan, duplicate detection, supplier scoring and GL coding all run through the same metered, budgeted gateway with a zero-spend default, so every AI-assisted step in Purchase is logged to one advisory ledger.
FAQ
Do we have to run the full requisition-to-pay cycle from day one?
No. Purchasing mode hides the requisition, RFQ and quotation stages until you turn them on, so a small business can start with purchase order and goods receipt only and add stages as buying practices mature.
We're currently tracking suppliers and bills in Excel — what does migrating look like?
Migration Center imports your supplier master and purchase invoice history with a dry run, field mapping and a reconciliation step before anything goes live, so you can verify balances match beforehand.
Does three-way match block a supplier invoice from posting?
No. Three-way match between order, receipt and invoice is an optional advanced control you opt into, and it is advisory only — it reports the variance so a person can decide, it never blocks posting.
Is Arabic a full interface, not just a label toggle?
Yes. Supplier and item names carry a genuine second-language field and the whole interface renders right-to-left, so an Arabic-first purchasing team works natively rather than through a translated layer.
Is any of the AI in Purchase mandatory to use the module?
No. Every AI-assisted feature — bill scan, duplicate detection, scoring, sanity checks, GL coding — computes its deterministic result first and works with no AI provider configured; the model only adds an explanation.
Can suppliers see their own purchase orders and statement?
Yes, through a read-only supplier portal: a supplier signs in and sees only their own open purchase orders, submitted bills and statement, with cross-supplier isolation as the primary safeguard.
Can our buyers approve requisitions and scan bills from a phone?
Yes. Mobile covers bill scan from the camera roll, supplier payments and invoice matching, and an approvals digest that surfaces purchase approvals waiting on you without opening the desktop app.
How does landed cost differ from just recording the purchase price?
The purchase price alone ignores freight, duty and handling. Landed cost allocation spreads those charges across received lines, so the cost carried on the item reflects what it actually cost to land, not just the invoice price.