From site need to delivered and invoiced goods: material requisitions with approval, purchase orders sent automatically by email with PDF, goods receipt and three-way match of ordered, delivered and invoiced quantities.
Requisitions by phone, purchase orders in Excel, invoices with no link to delivery - that's reality without specialized procurement software. The requisition to order to delivery to invoice chain changes the rules.
The site asks for material verbally or by phone, with no record. A material requisition keeps who asked, when and why - before you spend anything.
A purchase order goes out by email with no approval and no link to a real need. A requisition with an approval workflow prevents buying on a whim.
An invoice arrives and nobody checks it against what was ordered and delivered. Three-way match compares ordered, delivered and invoiced quantity for every line - before payment.
A requisition gets covered with a new purchase order even though the material is already in stock. Automatic coverage reserves what's on hand before suggesting a purchase order.
Construction Team links the site, the warehouse and accounting into one chain.
The site manager requests items and quantities - no prices. The requisition goes through an optional approval workflow and shows real-time coverage.
The purchase order carries supplier, prices, currency, delivery warehouse and lead time. Create it from approved requisitions - keeping the link to the need - or directly by hand.
One click generates a PDF of the purchase order and emails it to the supplier's registered address. Status moves to Sent - reopening it never sends a second email.
The system reserves available stock before suggesting a purchase order for the remainder. Coverage recalculates on every change - reservation, order, delivery.
Delivery creates a stock movement pre-filled with the remaining quantities and prices from the order. Received quantities accumulate per line - several partial deliveries are normal.
Linking an incoming invoice to the purchase order allocates amounts per item, increases the invoiced quantity, and moves the order to Completed once fully invoiced - exactly one journal entry, no duplication.
Four steps from need to paid invoice:
The site creates a material requisition with items and quantities. An approver signs off - or approval is disabled in settings for smaller companies.
Available stock is reserved automatically. For the remainder, you create a purchase order to a supplier - with prices, currency and lead time - directly from the approved requisition.
The purchase order is emailed with a PDF. When goods arrive, you receive them against the order - received quantities accumulate per line.
You link the supplier's invoice to the purchase order. The system matches ordered, delivered and invoiced quantities, moving the order to Completed on full match.
Suitable for any construction firm with active purchasing:
Requests what the site needs, without dealing with prices or suppliers. Sees the requisition status through to actual delivery.
Works from the Awaiting order filter - approved needs with no purchase order yet. Picks supplier, price and lead time from the nomenclature.
Three-way match surfaces quantity and price differences before payment. Exactly one journal entry for delivery and invoice - no duplication.
Full traceability - which need led to which order and which invoice. Control over cost by site.
Why specialized software replaces manual requisitions and purchase orders:
| Feature | Excel + email | Construction Team |
|---|---|---|
| Requisition from the site | Phone call or message | Document with approval and history |
| Coverage from stock | Manual stock check | Automatic reservation before ordering |
| Purchase order to supplier | Word/Excel template, manual email | PDF generated and sent automatically |
| Delivery | Note in a notebook | Goods receipt against the order, per line |
| Invoice match | Manual comparison | Three-way match ordered/delivered/invoiced |
| Journal entry | Risk of double posting | Exactly one entry, no duplication |
| Traceability | No link between requisition, order and invoice | Full chain from need to payment |
Yes. A purchase order can be created directly, without a requisition - suited for small or urgent purchases. The link to a requisition is for traceability, not mandatory.
A requisition moves Draft to Submitted to Approved. If the company disables mandatory approval in settings, a submitted requisition is approved automatically.
Coverage is the sum of stock reserved and quantity on active purchase orders, capped at the requested quantity. It doesn't mean the material is physically on site - actual issuing remains a warehouse operation.
For every purchase order line, the system compares ordered, delivered and invoiced quantity, plus order price against invoice price. Differences show as warnings - they don't block anything, they flag lines worth checking before payment.
The surplus is accepted and flagged as an over-delivery. The requisition's coverage never exceeds the requested quantity.
Exactly once. If the invoice arrives first, the delivery movement posts no entry. If delivery comes first, its entry is reversed when the invoice is linked - no duplication.
Yes, as long as they're for the same supplier. Each line keeps a link to its requisition line, so delivery updates the exact requisition - even when two requisitions request the same item for different sites.