Procure-to-Pay Workflow

Overview

Overview 

KodeFast offers a comprehensive Procure-to-Pay (P2P) solution that helps businesses manage procurement, inventory, finance, and vendor relationships in one unified platform. The application is designed to handle all core mechanisms involved in purchasing, receiving, invoicing, returns, and payments with full traceability and control.

Pre-conditions

  • Vendor master data is maintained and accessible within KodeFast
  • Product catalog and pricing structures are pre-configured
  • Budget approvals and authorization rules are set up
  • ERP modules are integrated for procurement and finance
  • Payment channels are linked to banking systems

Purchase Order Management

  • Capturing material or service requirements from internal teams
  • Selecting vendors from approved lists with pricing visibility
  • Defining quantities, delivery dates, and locations
  • Creating and issuing purchase orders directly from the system
  • Routing orders through configurable approval workflows
  • Tracking PO status and handling amendments before confirmation

Goods Receipt and Inventory Updates

  • Logging deliveries against purchase orders with quantity checks
  • Capturing damages, shortages, or excess items during receipt
  • Generating Goods Receipt Notes (GRNs) linked to POs
  • Updating inventory levels automatically upon receipt
  • Flagging discrepancies for procurement and vendor follow-up
  • Maintaining audit trails for compliance and traceability

Invoice Validation and Posting

  • Accepting vendor invoices with PO and GRN references
  • Performing automated three-way matching for accuracy
  • Highlighting mismatches and routing them for resolution
  • Applying tax rules and compliance checks during approval
  • Posting validated invoices to accounts payable

Stock Return Handling

  • Identifying items for return based on GRN and PO records
  • Initiating return requests and notifying vendors
  • Coordinating pickups or replacements through the system
  • Recording return transactions and adjusting inventory
  • Reconciling vendor accounts with return-related adjustments

Integrated Payment Execution

  • Supports tracking and reconciliation of incoming payments linked to invoices
  • Maintains audit trails and updates for financial transparency
  • Integrates with banking systems and payment gateways for transaction handling
  • Enables scaling of payment operations across both receivables and payables