User Guides

These guides walk you through each task in ProcureFlow, from raising a purchase request to receiving goods. Pick the role that matches your work and follow the steps.

The procurement lifecycle moves through these stages:

flowchart LR
    A[Purchase Request] --> B[Sourcing Request]
    B --> C[RFQ]
    C --> D[Evaluation]
    D --> E[Purchase Order]
    E --> F[Goods Receipt]
    F --> G[Invoice]
    G --> H[Payment]

For Buyers

The buyer guides follow the lifecycle stages above. Each stage has its own page with an overview and step-by-step guides.

• Purchase Requests: Raise requests from catalogs, known suppliers, or for competitive sourcing, then review, approve, or cancel them.
• Sourcing Requests: Consolidate approved request lines and convert them into a draft RFQ.
• RFQs: Create and send RFQs, manage supplier quotes, and evaluate and approve the winning bids.
• Auctions: Run sealed-bid reverse auctions as an alternative to RFQs for competitive bidding.
• Purchase Orders: Issue, approve, and track purchase orders, and rate supplier performance after they close.
• Goods Receipt: Record deliveries and confirm received items match the purchase order.
• Invoices: Upload supplier invoices and resolve three-way match approvals and mismatches.

For Admins

Admin guides cover the one-time setup and ongoing management tasks that keep procurement running: budgets, payments, and your supplier directory.

• Finance: Set up GL codes, cost centers, and budgets, then pay suppliers through payment runs.
• Supplier Management: Build your supplier directory, manage contacts and blacklists, and run accreditation.

For Suppliers

Supplier guides live in the Suppliers tab in the sidebar. Share these with your suppliers when they ask how to respond in ProcureFlow:

• Supplier Portal: Quote on RFQs, accept purchase orders, update delivery dates, and submit invoices.
• Participate in an Auction: Verify their identity, bid across auction rounds, and track their ranking.
• Submit Accreditation Form: Complete the accreditation questionnaire you invited them to.