Quick Start Guide

This guide walks you through creating your first Purchase Order in PayInvoice Next. You will complete the full cycle in under 10 minutes.

What You Need

Before starting, ensure the following are set up (see Initial Setup):

• At least one Supplier in the system
• At least one Item (or you can create one during PO creation)
• A Budget Code (WBS) if budget control is enabled
• Your user account has the Procurement User role

Step 1: Create a Purchase Request

1. Navigate to Procurement > Purchase Request > + New.
2. Select the Department and Required By date.
3. In the items table, add the item you need, the quantity, and the estimated rate.
4. Click Save, then Submit.
5. If approval is required, the request will go through the configured workflow. For this quick start, we assume you have approval rights.

Step 2: Create a Purchase Order from the Request

1. Open the submitted Purchase Request.
2. Click the Create button in the top-right corner.
3. Select Purchase Order.
4. PayInvoice Next creates a draft PO with the items pre-filled from the request.
5. Select the Supplier from the dropdown.
6. If budget control is enabled, select the Budget Code (WBS) — the Available Budget field updates automatically.
7. Review the items, quantities, and rates.
8. Click Save, then Submit.

TIP

If the Available Budget shows insufficient funds, you cannot submit the PO. Contact your budget manager to request a Budget Amendment.

Step 3: Receive Goods (Create GRN)

1. When goods arrive, open the submitted Purchase Order.
2. Click Create > Goods Receipt Note (GRN).
3. Enter the quantities actually received. If some items are damaged, enter the Rejected Quantity.
4. Click Save, then Submit.

Step 4: Record the Invoice

1. Open the submitted Purchase Order (or the GRN).
2. Click Create > Purchase Invoice.
3. Enter the Supplier Invoice Number and Supplier Invoice Date from the physical invoice.
4. Verify the amounts match the supplier's invoice.
5. The system auto-calculates GST based on the items and tax template.
6. Click Save, then Submit.

What Happens Next

• The Purchase Invoice is posted to your accounting ledger.
• If SAP Integration is enabled, the invoice syncs to SAP automatically.
• The finance team can process payment via Payment Entry.

You Just Completed the Full P2P Cycle

Purchase Request → Purchase Order → Goods Receipt → Purchase Invoice.

For detailed guidance on each step, see the Procurement Cycle documentation.