Purchasing & Payables
From purchase order to payment file, with no double entry and no gaps in the audit trail.
The purchasing module manages purchase orders, blanket orders, requirement proposals and delivery reminders and links them to goods receipt, incoming invoice and financial accounting. Incoming invoices arrive manually, from the DMS, from the Polish KSeF platform or as an intercompany handover, pass through the approval workflow and are posted in a three-way match. Open items, cash discount, settlement and payment runs as pain.001 complete the payables process.
The purchasing process in CRQM runs from order entry through e-mail dispatch to the supplier to delivery tracking per line item. Order types and number series are freely configurable, blanket orders generate call-offs with one click, and the purchase price matrix resolves graduated prices by supplier and site automatically. Requirement proposals are derived from running production orders and minimum stocks; overdue orders are chased by a reminder run.
The incoming invoice closes the document chain purchase order, goods receipt, invoice. The goods receipt posts against a clearing account for goods received not invoiced; the invoice clears exactly that account and revalues the stock item to the actual landed cost. If goods have already been consumed, the system automatically separates stock revaluation from expense correction.
Every change to open items passes through a central write gateway and is recorded in a complete mutation log. The payables position at any cut-off date can be reconstructed from it reproducibly, and a reconciliation report matches the subledger against the payables control account.
Functions at a glance
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Purchase orders and blanket ordersConfigurable order types, call-offs at a fixed blanket price, order PDF and e-mail in the supplier's language.
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Requirement proposals and delivery remindersRequirements from production orders and minimum stocks; overdue orders are reminded per supplier by e-mail.
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Three-way match with GR/IR accountEach invoice line knows its purchase order and goods receipt; stock items are revalued to the actual landed cost.
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Approval workflow with coding on the documentInvoices from DMS, KSeF or intercompany pass through the configurable document check and are handed over automatically.
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Open items, cash discount and settlementTwo cash discount levels per item, settlement against credit notes, exchange gains and losses posted automatically.
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Payment proposals and pain.001Discount-optimised payment runs as ISO 20022 file: QR reference, SCOR, IBAN, SEPA and foreign payments.
Highlights
What sets this module apart from typical SME solutions
Transition-safe GR/IR logic
Invoice clearing always reverses exactly the account the respective goods receipt actually used. A system changeover therefore needs no cut-off date and no legacy data migration.
Mutation log and cut-off date replay
Every change to open items is logged append-only with before/after balances, field diff, user and effective date. The position at any cut-off date is reconstructed directly from the log, independent of later changes.
Subledger to general ledger reconciliation
A reconciliation report per cut-off date matches payables open items against the balance of the control account, net of the GR/IR clearing account. A weekly consistency check reports deviations by e-mail.
KSeF incoming invoices with supplier creation
Polish e-invoices are retrieved automatically, matched to the supplier via NIP and rendered as PDF. Unknown suppliers are created directly from the invoice; the business register completes the master data.
Protection of the tax registration
If a site holds several VAT registrations, CRQM checks on posting that invoice and purchase order carry the same VAT entity. Deviations appear as a banner in the approval workflow and block the posting.
Purchase price variance on partial consumption
If the invoice price differs from the expected landed cost, the remaining stock quantity is revalued and the quantity already consumed is posted as an expense correction. Incidental costs such as freight can be allocated proportionally to the articles.
Intercompany without double entry
The invoiced sales invoice of one site is handed over to the other site's document check with one click, including header data, line items, PDF and proposed purchase order references. The four-eyes principle is preserved, the typing is gone.
Confidentiality levels for purchasing documents
Sensitive purchasing documents can be hidden from unauthorised users via a site-specific right and visibility levels, synchronised down to the open items.
Frequently Asked Questions
How does CRQM handle invoices that deviate from the goods receipt?
Each invoice line is linked to its purchase order line and its goods receipt posting. On posting, the goods receipt is reversed and re-posted with the actual invoice values; the stock item receives the actual landed cost. If part of the goods has already been consumed, the system posts the price difference for that quantity automatically as a purchase price variance. Several invoices per goods receipt and several goods receipts per purchase order are tracked by quantity.
Can we process Polish e-invoices (KSeF) directly?
Yes. CRQM retrieves incoming invoices from the KSeF platform by cron job, matches them to the supplier via NIP and renders a PDF image from the FA(3) XML. From the incoming queue you start the approval workflow with one click; the KSeF reference is carried through to the purchase invoice. NBP exchange rate and split payment (MPP) are mapped in the invoice header.
How are payment runs created and transferred to the bank?
The payment proposal lists due payables for the chosen payment date, optionally with cash discount optimisation including tolerance days. Scheduled payments appear in the payment list with bank details per invoice and a credit warning for open credit notes. From this CRQM generates a pain.001 file per the Swiss ISO 20022 standard with QR reference, SCOR, IBAN, SEPA or foreign payment; references and bank details are validated beforehand.
See the module applied to your own processes
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