Procurement Process Cycle | Procure to Pay process

Every organisation that operates a business has to purchase materials such as raw materials, services
etc. The procurement process has become part of today’s efficient business operation. The Company
can procure those materials as in-house production or external procurement.
consists the following processes
1. Material requirement planning
2. Vendor Selection
3. Request for Quotation
4. Purchase Requisition
5. Purchase Order
6. Goods Receipt
7. Goods Receipt Invoice
8. Invoice Verification
9. Payment to Vendors

Material requirement planning : Materials requirements planning (MRP) refers to the technique of
using a projected manufacturing production schedule to figure out what supplied materials you will
need, and when you will need them. Materials requirements planning (MRP) type controls the MRP
procedure, pricing, material valuation.
Vendor Selection : Vendor selection is one of the important step in procurement process. With the
help of obtained quotations from sources and by comparing them, vendors are selected.
Request for Quotation : Requesting potential vendors to submit a quotation for a material or services.
Quatation contains the vendor’s terms and conditions and constitutes the basis for vendor selection
Purchase Requisition : A purchase requisition is an internal request to purchasing. You ask the buyer
to provide a certain quantity of a material or service on a certain date.A purchase requisition can be
created automatically by Material Requirement Planning (MRP) or manually created. PR converts to
RFQ, PO or outline agreement. Purchase Requisition forms include the following information
 Material Qty, description of goods & service and total value.
 Department Account number.
 Signature by an Authorized Department.
 Attached Quote from the vendor.
 Delivery instructions.
 Attach Quote from the suggested vendor.
Purchase Order : Purchase Order (PO) is a formal request to a vendor to supply certain materials or
services under the certain conditions. A Purchase Order (PO) can be created with reference, or without
reference to a purchase requisition, a request for quotation, or another purchase order. POs usually
specify terms of payment, incoterms, delivery date, specifications, material qty, price and reference or
part numbers. Types of purchase orders in procurement process:- Standard PO, Planned PO, Contract
Goods Receipt : Goods Receipts (GR) is created to reflect the Goods Receipts for the specified material
ordered from a vendor using Purchase Order process . After receiving the goods the company can record
the following information, this information can be used for accounting, stock check and rotation, to
return any goods if there is a problem
 What goods were delivered.
 Which vendor delivered the goods.
 Who, how, when goods were delivered and received the goods.
Goods Receipt Invoice : Goods receipt process is one of the important process in procurement
process cycle. It is matching the goods that a company receives with the company PO (purchase order).
It involves checking the goods are not damaged and fit for use, verifying the price, quantity, payment
terms. Goods movement are entered in to the system with reference of Purchase order and goods
receipt material documents are posted, automatically appropriate general ledgers are posted and stock
accounts are updated.
Invoice Verification : After GRIN process, next process is invoice verification. It plays an important
role in procurement process and Materials Management Module which performs the following tasks
 A Vendor Invoice can be created with reference to a Purchase Order, a Goods Receipt, a Delivery
 Invoice is verified in-terms of prices, quantity,
 Necessary approvals by project managers
After verifying all the data, the invoice is posted and the data is saved in the system. The system updates
the invoice data in Materials Management and Financial Accounting.
Payment to Vendors : The last step in procurement process cycle is payment to vendors. Vendors are
get paid as per payment terms. In this fast technology world, comanies can pay through many methods
to vendors. For example – through Net banking,Check payment etc