Describe the requirement
Keep the requested item, quantity and operational context clear before placing the order.
Workflow / Source to payment
Choose the supply.Follow what arrived.
Connect the purchasing decision to the order, actual receipt and financial review. Keep the differences visible when delivery does not match the plan.
01 / Define & select
A clear requirement.A traceable decision.
Start with the material or service the operation needs and the information the buyer uses to choose its source.
Explore Procurement
Review the supplier context
Use the supplier and purchasing records to prepare the order and agree the relevant commercial details.
Record the decision
Make the order understandable to the people who will receive the delivery and review its charges.
02 / Order & receive
Keep the order.Record the actual delivery.
Receiving is a separate step. Review what arrived and its condition against the purchasing record.
Follow the purchase order
Keep the supplier, lines and quantities with the order as the delivery progresses.
Record the receipt
Capture the actual received items and quantities rather than assuming the full order has arrived.
Keep delivery evidence
Retain the supporting documents and record any difference that needs review.
03 / Reconcile & follow up
Review the charge.Retain the explanation.
The purchasing and accounting teams need the same source records when matching a supplier invoice and preparing the accounting handoff.
Match the supplier invoice
Compare the supplier invoice with its purchase order and receipts, then review the recorded discrepancies.
Resolve a discrepancy
Use the source record to explain a short delivery, quantity difference or charge requiring clarification.
Hand over to accounting
Approve and export the supplier invoice to the accounting process, then retain the supported payment date and reference.
Does a purchase order automatically prove a full receipt?
No. Review the actual receipt separately. A partial or disputed delivery needs its own recorded context.
Is this a promise of automated bank payments?
No. Hafrix supports the purchasing evidence, supplier-invoice match and accounting handoff. Payment execution and the payable ledger remain with the agreed accounting process; a payment date and reference can be recorded for follow-up.
Can we use a real supplier example?
Bring an authorized or anonymized order, its delivery record and a supplier charge, including any discrepancy you want the team to explain.
Bring one purchase.Follow it through.
Review the requirement, order, receipt and financial record with the people responsible for each step.
Request a purchasing walkthrough