Procurement
An invoice outside tolerance cannot be approved without a written reason, and that reason stays on the document permanently.
- 01 Requisition
- 02 Approval
- 03 RFQ
- 04 Purchase order
- 05 Supplier confirmation
- 06 Goods receipt
- 07 Inspection
- 08 Invoice
- 09 Three-way match
- 10 Posting
Tokuva's procurement module runs requisition, request for quotation, purchase order, goods receipt and supplier invoice as one chain. Before an invoice can be approved it is matched against the order and the receipt. Where incoming inspection applies, matching uses the accepted quantity, making it a four-way match.
Capabilities
Requisition and approvals
Approvers resolved from amount bands, with delegation and mandatory rejection reasons.
Request for quotation
Collect prices from several suppliers, compare side by side, convert the winner to an order.
Purchase orders
Supplier confirmation, promised dates, printable order form with QR.
Goods receipt
Received, accepted and rejected quantities with lot, serial and expiry, behind a quality gate.
Three and four-way matching
Order, receipt and invoice compared; exceeding tolerance demands a reason.
Landed cost
Freight, duty and insurance distributed onto lines and into inventory cost.
Matching is a gate, not a report
In most systems three-way matching is a report someone opens after the fact. In Tokuva it is a gate: an invoice linked to a purchase order cannot be approved until validation has run.
Validation compares price and quantity against the order and the receipt. The default tolerance is five percent. Beyond it, approval requires an explicit variance reason, and that reason is written permanently onto the invoice. At month end the answer to "why was this difference accepted" is on the document itself.
Where incoming inspection is defined, matching uses the accepted quantity rather than the delivered one. That is the four-way match, and it stops the invoice for rejected goods from being paid quietly.
Real cost on imports
The cost of imported goods is not the invoice amount. Freight, insurance, duty and port charges are entered as additional costs and distributed across lines by weight, value or quantity. Inventory cost is formed after that distribution, so margin is calculated on the real number.
Related
Other modules
See it on your own flow, not a slide deck
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