Procurement (purchase-to-pay)
Purchase requisitions, quotation comparison, purchase orders, goods receipt with quality inspection, vendor bills and payments — each step approved, each step posted.
Purchasing over chat and email means nobody can answer three basic questions: who approved this, did we actually receive it, and did we pay the right amount for it?
Zaffre Axon runs the whole chain as linked documents — requisition, quotation, order, receipt, bill, payment — each approval-gated and each posting its own accounting, so the three questions always have answers.
Procurement in Zaffre Axon is a document chain, not a chat thread. A requisition states the need; approved requisitions collect quotations; the chosen quote becomes a purchase order; the warehouse records what arrived on a goods receipt note; the supplier’s bill matches that receipt; payment settles the bill. Every link keeps its reference to the previous one.
The controls live where money leaks. Quality inspection can hold received goods before they enter stock. Bills are matched against receipts so over-billing surfaces immediately. Advances to suppliers are tracked against the orders they were paid for. And because each step posts automatically to the general ledger, finance watches the whole pipeline in account balances — commitments, clearing, payables — instead of asking around.
Reorder automation closes the loop for stock items: when inventory hits an item’s reorder point, a purchase requisition drafts itself with the quantities needed, deduplicated against requisitions already in flight. Buying starts before stockouts, not after complaints.
Built-in safeguards against fake attendance
Approval-gated requisitions
Purchase requests route through your approval chain before anyone talks to a supplier; low-stock items can raise their own requisitions automatically.
Quotation comparison
Collect supplier quotes against a requisition and award on a like-for-like comparison instead of the loudest vendor.
Receipt before payment
Goods receipt notes record what actually arrived — with quality inspection — and vendor bills settle against received value, closing the classic pay-for-nothing gap.
Ledger-true liabilities
Receipts post to a GRN clearing account, bills convert clearing to payables, payments clear payables — accounts payable always equals the real unpaid bills.
Vendor directory
Suppliers, their documents and their trading history live in one place, with gate passes for material movement.
How it works
- 1
Raise (or auto-raise) a requisition
A team member requests items, or low stock triggers the request automatically. Approval routes by your chain.
- 2
Compare quotations
Record supplier quotes against the requisition and award the best one.
- 3
Issue the PO
The winning quote becomes a purchase order; supplier advances can be recorded against it.
- 4
Receive and inspect
GRNs record actual arrivals with optional quality inspection; accepted goods enter valued stock.
- 5
Bill and pay
Vendor bills match receipts, payments settle bills, and the ledger reflects every step automatically.
Frequently asked questions
- Can purchase requests be approved on a chain of authority?
- Yes — requisitions route through configurable approval levels before becoming actionable, and the audit trail records every decision.
- How does the software prevent paying for goods never received?
- Vendor bills settle against goods receipt value sitting in a clearing account. If nothing was received, there is nothing to bill against — the mismatch is visible immediately.
- Does it support comparing multiple supplier quotes?
- Yes. Quotations attach to the requisition and are compared side by side before a purchase order is issued.
- Can it reorder stock automatically?
- Yes. Items with a reorder point raise a draft purchase requisition automatically when on-hand stock falls to that level, skipping items already on open auto-requisitions.
- Do procurement steps post to accounting?
- Every step that has a financial effect posts automatically — receipts, bills, returns and payments — so payables and inventory in the balance sheet are always current.