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About This Documentation
This documentation is your complete guide to using PayInvoice Next for Procure-to-Pay operations. It covers every step of the procurement lifecycle — from raising a purchase request to processing the final payment — along with budget management, compliance, and reporting.
Who Is This Documentation For?
This guide is written for the people who use PayInvoice Next every day:
| Role | What You Will Find Here |
|---|---|
| Procurement Officers | How to raise purchase requests, create RFQs, manage tenders, and issue purchase orders |
| Budget Controllers | How to set up WBS codes, upload budgets, approve amendments, and read utilization reports |
| Finance & Accounts Payable | How to process purchase invoices, handle GST compliance, manage advance payments, and track MSME deadlines |
| Store / Warehouse Managers | How to record goods receipts, handle quality checks, and manage provisional accounting |
| Department Heads | How to raise purchase requisitions, approve transactions, and delegate approvals during absence |
| Management / Executives | How to read reports, track SLA performance, and monitor budget consumption |
Not a Technical Manual
This documentation focuses on what you do in PayInvoice Next, not how the system is built. If you are a developer or system administrator looking for technical documentation, see the Developer Guide.
How This Guide Is Organized
The documentation follows the same flow as your daily work. Each section covers a major area of PayInvoice Next, and within each section you will find task-focused pages that walk you through specific actions.
Budget Management — Setting up budget codes (WBS), uploading budgets, requesting amendments and transfers, and reading the budget utilization report. Start here if your organization uses budget-controlled procurement.
Procurement Cycle — The complete purchase flow: Purchase Request → RFQ → Supplier Quotation → Tender → Purchase Order → Goods Receipt → Purchase Invoice. Each document type has its own set of pages covering creation, approval, modification, and cancellation.
Invoice Processing Unit — How supplier invoices are received (via email or portal), how the system matches invoices against POs and GRNs, and how MSME payment compliance is tracked.
Workflow & Approvals — How approval chains work, how to delegate your approvals when you are away, and how SLA tracking and escalation keeps things moving.
TaxGenie Compliance Engine — GST on purchase transactions, e-invoice generation, GSTR filing, and purchase reconciliation. Relevant for finance teams handling Indian tax compliance.
Supplier Management — Onboarding new suppliers, tracking supplier performance with scorecards, and monitoring supplier health standing.
Advanced Accounting — Advance payments, provisional accounting on goods receipt, payment entries, and SAP integration for organizations that sync with SAP.
Reports — Budget reports, procurement reports, and supplier performance reports.
How to Find What You Need
If you know which document you are working with — use the sidebar navigation on the left. Expand the relevant section (Budget, Procurement, IPU, and so on) to find the specific document type and task.
If you are looking for a specific topic — use the search bar at the top of the page. Type any keyword (for example, "budget amendment", "GRN quality", "MSME tracking") to find matching pages instantly.
If you are trying to solve a problem — look for the FAQ & Troubleshooting page within each document section. These pages list common error messages with step-by-step solutions.
If you are new to PayInvoice Next — start with the Quick Start Guide. It walks you through creating your first Purchase Order in under 10 minutes, covering the full cycle from request to invoice.
How Each Page Is Structured
Most pages in this guide follow a consistent structure so you always know where to look:
- What the page covers — a brief description at the top
- Prerequisites — what needs to be in place before you begin (roles, prior setup, approvals)
- Step-by-step instructions — numbered actions you follow in sequence
- Tips and warnings — highlighted boxes that call out shortcuts, important rules, or things that can go wrong
- Related pages — links to connected topics at the bottom of every page
Reading Conventions
Throughout this documentation, bold text in instructions refers to labels, buttons, and menu items you will see on screen. For example, "Click Save, then Submit" means you will find buttons labeled Save and Submit on the form.
Navigation paths use the > symbol: Procurement > Purchase Order > + New means open the Procurement module, find Purchase Order, and click the New button.
Key Terminology
PayInvoice Next uses specific terms for its documents and features. Here are the most common ones:
| Term | Abbreviation | What It Means |
|---|---|---|
| Purchase Request | PR | A formal request to procure goods or services, raised by a department |
| Purchase Order | PO | A confirmed order sent to a supplier, with approved quantities and rates |
| Goods Receipt Note | GRN | A record of goods physically received against a Purchase Order |
| Purchase Invoice | PI | The supplier's bill, entered into the system for payment processing |
| Work Breakdown Structure | WBS | A hierarchical code used to organize and track project budgets |
| Invoice Processing Unit | IPU | The automated system for receiving, matching, and routing supplier invoices |
| TaxGenie | — | The compliance engine handling GST, e-invoicing, TDS, and tax filing |
| 3-Way Matching | — | Automated comparison of PO, GRN, and Invoice to detect discrepancies |
| SLA | — | Service Level Agreement — target turnaround times for approvals and processing |
Documentation Status
This documentation is actively maintained and expanded alongside PayInvoice Next product releases.
| Section | Status |
|---|---|
| Getting Started | Available |
| Budget Management | Available |
| Procurement Cycle (all document types) | Available |
| Invoice Processing Unit | Available |
| Workflow & Approvals | Available |
| TaxGenie Compliance Engine | Available |
| Supplier Management | Coming soon |
| Advanced Accounting | Coming soon |
| Reports | Coming soon |
Pages marked "Coming Soon" will show a notice when you open them. The content is being developed and will be published in upcoming releases.
Beta Documentation
This documentation site is currently in beta. Some pages may be updated as new features are released or as screenshots are added. If you notice something outdated or unclear, please let your administrator know.
Getting Help Beyond This Guide
- Sandbox environment — Try any feature in a safe environment with sample data at developers.sandbox.payinvoice.online. Changes in the sandbox do not affect your production system.
- Support — Contact your implementation partner or raise a ticket through your organization's support portal.
- Training — Ask your PayInvoice Next administrator about scheduled training sessions for your team.
Related Pages
- Introduction — Full overview of PayInvoice Next capabilities and modules
- Quick Start Guide — Create your first Purchase Order in 10 minutes
- Initial Setup — Configuration steps for administrators
- Procurement Overview — The complete P2P cycle explained