The purchasing process from request to invoice

Apus links purchase requests, orders, receiving and invoices into one controlled flow — with three-way matching before anything is posted to payables.

Request & approve

A user creates a purchase request; the system routes approvals by value threshold and department. Requests can also be generated from the Inventory module's minimum-stock alerts.

Order & receive

1. Turn an approved request into a purchase order (PO) sent to the supplier.
2. When goods arrive, create a goods receipt referencing the PO — inventory increases by storage bin.
3. Record any under- or over-delivery.

Three-way match

Apus matches the purchase order, the goods receipt and the supplier invoice. Only when all three documents agree within tolerance is the invoice posted to payables, preventing incorrect payments.