# Procure to Pay Process Use this guide when your team needs to request goods or services, raise a supplier order, receive the goods, enter the supplier bill, and pay it. The procure to pay process keeps purchasing, stock, supplier billing, and payment records connected. It is useful when you need a clear audit trail from the original request through to the final payment. ## Before you start Check these records and settings before starting: * The **Supplier** record exists and has the correct address, contact, currency, tax, and payment terms. * The **Item** records exist for the goods or services being requested or purchased. * Stock items have a suitable **Target Warehouse** for receiving. * The purchasing team knows whether the flow starts from a **Material Request**, a **Supplier Quotation**, or a direct **Purchase Order**. * Approval, budget, project, and cost centre requirements are known before the order is submitted. * Users who will create, receive, bill, or pay the documents have the correct purchasing, stock, accounts, and payment permissions. If your team uses payment runs, make sure supplier bank account details are maintained before the payment stage. The order and bill can be created first, but missing bank details will block efficient payment processing later. ## Process overview | Stage | Main record | What happens | |-------|-------------|--------------| | Request | **Material Request** | A team member requests items or services to purchase. | | Order | **Purchase Order** | The purchasing team confirms supplier, quantities, rates, delivery dates, taxes, and approval details. | | Receive | **Purchase Receipt** | Stock items are received into the correct warehouse. | | Bill | **Purchase Invoice** | The supplier bill is recorded and matched back to the order or receipt. | | Pay | **Payment Entry** or **Payment Run** | The supplier invoice is paid and later matched to the bank transaction. | | Review | Reports and linked documents | Stock, accounts payable, payment, and audit trail checks are completed. | You do not need every stage for every purchase. For example, a service purchase may not need a **Purchase Receipt**, and a small direct purchase may start at **Purchase Order**. Use the full chain when you need approval, stock receiving, or a strong purchasing audit trail. ## Step 1: Decide how the purchase should start Choose the starting point before creating documents: | Starting point | Use when | |----------------|----------| | **Material Request** | A user or department needs to request items before the supplier or final order is confirmed. This is common for stock replenishment, project purchasing, and manufacturing demand. | | **Supplier Quotation** | You requested pricing from one or more suppliers and want the accepted quote to become the order. | | **Purchase Order** | The supplier, item, quantity, and rate are already known and no separate request step is needed. | If the purchase starts from a **Material Request**, keep the request focused on what is needed and when it is needed. The supplier decision can happen later on the **Purchase Order**. ![Material Request ready for purchasing](https://docs.nexwaveapp.com/api/files.get?sig=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJrZXkiOiJ1cGxvYWRzL2YxMTg5ZTEzLTdlMTQtNDA1ZC04MDI1LWMxZmI0Y2Y2MTg0ZC9lNTQxZjc1NC03MzZhLTRhOTUtYTc4Yy0zNmMwMjU5MjdhYzYvYjZjMjM0ODUtYThlMC00ZjM0LThmN2EtNGM2MjEyMDQ5ZGRkLmpwZyIsInR5cGUiOiJhdHRhY2htZW50IiwiaWF0IjoxNzkyNjIwOTAwLCJleHAiOjE3OTI3MDczMDB9.GFLe6xWSRoSAswdCK22GnR7A4kxWn0KGo44pysCFrU0) ## Step 2: Create or review the Material Request Create a **Material Request** when the purchase needs an internal request stage. 1. Open **Material Request**. 2. Set **Purpose** to *Purchase*. 3. Set **Company** and **Required By**. 4. Add each requested item in the **Items** table. 5. Check **Item Code**, **Quantity**, **UOM**, **Required By**, and **Warehouse** where relevant. 6. Save and submit the request when it is ready for purchasing. Review these points before submitting: * The request is for the correct company. * The requested quantities are realistic. * The required date is the operational need date, not the supplier invoice date. * The warehouse is filled for stock items. * Any project, cost centre, or department information your approval process needs is included. If the request is incomplete, keep it in draft until the requester or purchasing team has corrected it. ## Step 3: Create the Purchase Order You can create the **Purchase Order** from the submitted **Material Request**, from a submitted **Supplier Quotation**, or directly from the **Purchase Order** list. ### Option A: Create a Purchase Order from a Material Request Use this path when the purchase was requested first. 1. Open the submitted **Material Request**. 2. Click **Create**. 3. Choose **Purchase Order**. 4. Select the supplier if NexWave asks for one, or fill **Supplier** on the draft order. 5. Review the copied item rows before saving. ![Create Purchase Order from Material Request](https://docs.nexwaveapp.com/api/files.get?sig=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJrZXkiOiJ1cGxvYWRzL2YxMTg5ZTEzLTdlMTQtNDA1ZC04MDI1LWMxZmI0Y2Y2MTg0ZC9hNDUwYTY1MS0zYTcyLTQxZGYtODRkMy03MTQzNDMyOTFiMTIvZDJmZTc5MmQtZmJmMC00ZDU4LTk3YzktYzYwNTE1OWFlMGJhLmpwZyIsInR5cGUiOiJhdHRhY2htZW50IiwiaWF0IjoxNzkyNjIwOTAwLCJleHAiOjE3OTI3MDczMDB9.kx_4CVKf6DNT2pCMn2WzC5GSIi98BAo_PFnHM9kQA6g) The new **Purchase Order** should carry the requested items, quantities, required dates, warehouses, and links back to the request. If the order is split across suppliers, create separate purchase orders for the relevant rows. ### Option B: Create a Purchase Order directly Use this path when the supplier and order details are already known. 1. Open **Purchase Order** and click **+ Add Purchase Order**. 2. Select **Supplier** and **Company**. 3. Confirm **Date**, **Required By**, **Currency**, and **Target Warehouse**. 4. Add item rows in **Items**. 5. Check **Quantity**, **UOM**, **Rate**, **Amount**, **Target Warehouse**, and any project or cost centre fields used by your site. ![Purchase Order supplier and item details](https://docs.nexwaveapp.com/api/files.get?sig=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJrZXkiOiJ1cGxvYWRzL2YxMTg5ZTEzLTdlMTQtNDA1ZC04MDI1LWMxZmI0Y2Y2MTg0ZC9kNmM2YTc2Zi05ZjdkLTRhOWUtODMxYi1iYjI0YjdlNzJlMDcvYzY2MWQ4NmItNTk5YS00ZTA2LWEwMDItNGQ2YTFhNDBmYWE5LmpwZyIsInR5cGUiOiJhdHRhY2htZW50IiwiaWF0IjoxNzkyNjIwOTAwLCJleHAiOjE3OTI3MDczMDB9.DgrLEt_W_DaRhe8x5rvNIK4HffumeTL7_zeM0kYf2pA) When the supplier is selected, NexWave fills available defaults such as address, contact, currency, taxes, and payment terms. Review them before submitting, especially when a supplier has multiple addresses or currencies. ## Step 4: Review and submit the Purchase Order Before submitting the **Purchase Order**, review: * **Supplier** and supplier contact details. * **Company** and **Currency**. * **Required By** and row-level delivery dates. * **Items**, **Quantity**, **UOM**, **Rate**, and **Amount**. * **Target Warehouse** for stock items. * **Purchase Taxes and Charges Template** and tax rows. * Project, cost centre, budget, or approval fields used by your business. * **Grand Total** against the supplier quote or approved amount. Resolve warnings before submitting. Common warnings include missing warehouse, missing expense account, budget warnings, quantity below the item's minimum order quantity, and missing supplier contact details. Submit the order only when it is ready to commit to the supplier. After submission, the order can be emailed, printed, received, and billed. ![Submitted Purchase Order ready for receiving and billing](https://docs.nexwaveapp.com/api/files.get?sig=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJrZXkiOiJ1cGxvYWRzL2YxMTg5ZTEzLTdlMTQtNDA1ZC04MDI1LWMxZmI0Y2Y2MTg0ZC8xZWEyN2E4Yy0wMTY1LTQ0ZmQtOTZiNS01OTViMDA2YTc2YTMvYmZjNDQ4YjYtMDNiNy00ZWRlLWFkNmYtMzM3ZWY3NDE1YWVkLmpwZyIsInR5cGUiOiJhdHRhY2htZW50IiwiaWF0IjoxNzkyNjIwOTAwLCJleHAiOjE3OTI3MDczMDB9.cUpkkX0Vt7UQWrJftJiEUxW02IH7dX-NcDZV9YzWTlw) ## Step 5: Send or share the Purchase Order Use your organisation's approved supplier communication path. To email from NexWave: 1. Open the submitted **Purchase Order**. 2. In **Activity**, click **New Email**. 3. Check **To**, **Subject**, and message body. 4. Tick **Attach Document Print**. 5. Choose the approved supplier-facing value in **Select Print Format**. 6. Click **Send**. To download the PDF: 1. Open the submitted **Purchase Order**. 2. Use the print action. 3. Check the supplier-facing print format, letterhead, supplier details, items, quantities, rates, delivery details, and totals. 4. Click **Get PDF**. Do not use a generic layout if your site has an approved supplier-facing purchase order format. ## Step 6: Receive stock with a Purchase Receipt Create a **Purchase Receipt** when goods arrive and inventory needs to be updated. 1. Open the submitted **Purchase Order**. 2. Click **Create**. 3. Choose **Purchase Receipt**. 4. Review the copied items and quantities. 5. Enter the actual received quantities. 6. Record rejected quantities if goods are damaged or short supplied. 7. Confirm **Warehouse** or **Target Warehouse** on each stock row. 8. Save and submit the receipt when the physical receiving check is complete. ![Purchase Receipt created from Purchase Order](https://docs.nexwaveapp.com/api/files.get?sig=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJrZXkiOiJ1cGxvYWRzL2YxMTg5ZTEzLTdlMTQtNDA1ZC04MDI1LWMxZmI0Y2Y2MTg0ZC80ZWIwODA4ZS1hMjYzLTQzNmUtYmNjNy0xYjYyZjY4NTA4NGUvNTlkOGE4MTktMjIxZi00ZDU3LTg4MDctZGM4NDQ1Zjg2NDMyLmpwZyIsInR5cGUiOiJhdHRhY2htZW50IiwiaWF0IjoxNzkyNjIwOTAwLCJleHAiOjE3OTI3MDczMDB9.JmGTqR6Di5ESukma8inu_LVaTy5w-DcbLHoWFJzEfZY) After submission, the receipt updates stock and creates the relevant accounting impact for received inventory. Use the linked **Stock Ledger** and **Accounting Ledger** views when you need to confirm the posting. If the supplier sends an invoice before goods arrive, your team may still enter the **Purchase Invoice**, but do not mark stock as received until the physical goods have actually arrived. ## Step 7: Enter the supplier bill with a Purchase Invoice Create the **Purchase Invoice** from the **Purchase Order** or **Purchase Receipt** so the bill stays linked to the purchasing trail. 1. Open the submitted **Purchase Order** or **Purchase Receipt**. 2. Click **Create**. 3. Choose **Purchase Invoice**. 4. Enter the supplier invoice number in **Bill No**. 5. Enter **Bill Date** and check the posting date. 6. Review copied item rows, quantities, rates, taxes, and totals against the supplier bill. 7. Review **Payment Terms Template** if the supplier invoice should be paid in instalments or on a specific schedule. 8. Save and submit the invoice when it matches the supplier bill. ![Purchase Invoice created from received goods](https://docs.nexwaveapp.com/api/files.get?sig=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJrZXkiOiJ1cGxvYWRzL2YxMTg5ZTEzLTdlMTQtNDA1ZC04MDI1LWMxZmI0Y2Y2MTg0ZC9jMWExNGIzZC1lZTFlLTRhMzYtOTcyNS03NDVkMTY3MDY5ZDMvM2JkNDEyMTYtODQ1MS00YjQ0LTk1OWMtNTdkODMyNGMxOTJhLmpwZyIsInR5cGUiOiJhdHRhY2htZW50IiwiaWF0IjoxNzkyNjIwOTAwLCJleHAiOjE3OTI3MDczMDB9.1STMzEJZCSZE15AxgATA7BeQbhcTOJGpKGAkCp_5zQk) Use partial billing when the supplier invoices only part of the order or receipt. Do not change the original **Purchase Order** just to force a supplier bill to match. The invoice should reflect what the supplier has actually billed. ## Step 8: Pay the supplier Use the payment method that matches your team's accounts payable process. | Payment path | Use when | |--------------|----------| | **Payment Run** | You are paying several supplier invoices together, need an EFT file, or need remittance emails. | | **Payment Entry** | You are recording a single manual payment or a payment already made outside NexWave. | | Bank reconciliation match | The payment has already appeared on the bank statement and should be matched to the submitted payment record. | For a single **Payment Entry**: 1. Open the submitted **Purchase Invoice**. 2. Click **Create**. 3. Choose **Payment**. 4. Confirm **Party Type**, **Party**, **Paid From**, **Paid To**, **Paid Amount**, and references. 5. Use **Get Outstanding Invoices** only if you need to add more invoices for the same supplier. 6. Save and submit the payment. ![Payment Entry created from supplier invoice](https://docs.nexwaveapp.com/api/files.get?sig=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJrZXkiOiJ1cGxvYWRzL2YxMTg5ZTEzLTdlMTQtNDA1ZC04MDI1LWMxZmI0Y2Y2MTg0ZC81NmI1MmYyMy0xZGYxLTQzMzktYmUyMC0zMmNjOTgwZjliMGYvYTFlNTdjZjEtYTlmNC00NjNkLWFiOGEtYzZmYzBkNzU1NTIzLmpwZyIsInR5cGUiOiJhdHRhY2htZW50IiwiaWF0IjoxNzkyNjIwOTAwLCJleHAiOjE3OTI3MDczMDB9.x9SE98GlL2qV8dCzwt0_wiBGDIYFf0eCzkhIe_kjc4w) For batch supplier payments, use the payment run process instead of creating many individual payments manually. This keeps approval, export, remittance, and bank matching cleaner. ## Step 9: Reconcile and review the completed flow After payment, check that the records tell a complete story: * The **Material Request** is linked to the **Purchase Order** if the request stage was used. * The **Purchase Order** shows the correct received and billed progress. * The **Purchase Receipt** is submitted for received stock items. * The **Purchase Invoice** shows the correct outstanding amount. * The **Payment Entry** or payment run has cleared the supplier invoice. * The bank transaction is matched to the payment once it appears in the bank statement. * Stock and accounting reports agree with the documents that were submitted. Use **Connections** on each record to move through the chain. If a document was created manually and is not linked, check whether it should be cancelled and recreated from the correct source document before more downstream documents are posted. ## Review checks before closing the purchase Before treating the purchase as complete, confirm: * The supplier has received the approved order. * Stock items have been physically received into the correct warehouse. * Rejected or short-supplied quantities are recorded. * The supplier invoice number and bill date match the supplier document. * Taxes and totals on the supplier bill match the **Purchase Invoice**. * The invoice is paid or scheduled for payment according to payment terms. * The payment is reconciled to the bank transaction. * Any budget, project, or cost centre reporting needed by your team is complete. ## Troubleshooting | Issue | What to check | |-------|---------------| | The **Material Request** does not create a **Purchase Order** | Confirm the request is submitted, **Purpose** is *Purchase*, item rows are present, and the rows have not already been fully ordered. | | The wrong quantity copied to the **Purchase Order** | Check the requested quantity, already ordered quantity, and whether the request was split across more than one order. | | The supplier is missing on the draft **Purchase Order** | Select the supplier before saving or submitting. A request may not know the supplier yet, so this is expected when creating from **Material Request**. | | The **Purchase Order** cannot be submitted | Review mandatory fields, budget warnings, approval workflow, missing warehouse, missing expense account, supplier details, and tax setup. | | The **Purchase Receipt** has the wrong quantities | Return to the source **Purchase Order** and compare **Quantity**, **Received Qty**, and the actual delivery. Receive only what arrived. | | Stock did not increase after receiving | Confirm the **Purchase Receipt** is submitted, the item is a stock item, and the warehouse is correct. Review **Stock Ledger** from the receipt. | | The **Purchase Invoice** total does not match the supplier bill | Check rates, quantities, tax template, discounts, freight or additional charges, and whether the supplier invoice covers only part of the order. | | The supplier invoice is not available for payment | Confirm the **Purchase Invoice** is submitted and still has an outstanding amount. | | Payment run cannot include the supplier invoice | Check the supplier bank account, due date, payment terms, invoice status, and payment run filters. | | The bank transaction does not match automatically | Check the paid amount, bank account, payment date, reference, and whether the payment has been submitted before matching. | ## Related documentation * [Buying](/doc/1061641f-99c2-412e-9e4b-a6bbced2e561): suppliers, buying documents, receiving, and billing. * [Create and Send a Purchase Order](/doc/df2cc561-00a4-4e9f-aa83-b9d803e57a81): focused guide for raising and sending a supplier order. * [Run a Payment Run](/doc/bee2e6f7-dd47-49b2-a31c-84eac2c418d6): pay supplier bills in batches with EFT export and remittance emails. * [Accounts Payable](/doc/684be9e0-cf69-4927-b3b9-bc01f6392a92): supplier invoice and payment management.