From Purchase Request to Payment#

In the sidebar, open Assets → Purchasing. This one page holds the whole procurement pipeline, split into four tabs — Purchase Requests, Purchase Orders, Documents (item receipts), and Templates.

Above the tabs, counter cards show Active Requests, Completed, Active Templates, and Pipeline Value. Below them, the Procurement Pipeline strip counts how many requests currently sit in each stage: Supplier Outsourcing, Materials Approval, Canvassing, Supplier Selection, and Purchase Order.

Click + New Request. The New Purchase Request dialog asks for one thing: a Workflow template, grouped into Pre-built and Custom Templates.

• Procurement SOP (preselected) — Submit Purchase Request → Supplier Sourcing → Comparative Analysis & Supplier Approval → Purchase Order Generation → Payment Request Processing. It goes straight into sourcing with no separate manager-approval stage, and carries on past the order all the way to the payment.
• Standard Procurement — Submit Purchase Request → Materials Approval → Canvass Suppliers → Supplier Selection → Issue Purchase Order. It adds a manager-approval stage before canvassing and stops once the order is issued.

Click Start Request. The first step, Submit Purchase Request, is assigned to you and its form opens immediately.

The request form has a toolbar, an items table, and a notes-and-totals footer.

In the toolbar, set the Tax type (Value Added Tax (VAT 12%) or Non Taxable), the Destination warehouse where the goods should land — ANTE fills this in for you and you can change it — and the Delivery date the items are needed by.

In the items table, add a line per item: search the catalog for the Item (or create a new one), set the Qty, adjust the Description, and enter the expected Unit price. The line Total and the footer’s Subtotal, VAT, and Grand total are all calculated for you. Use Notes to give the approver the justification, urgency, or special handling.

The form saves automatically as you work. When the details are complete, click Mark as Done on the task to finalize the request and advance the workflow.

The canvassing step is where suppliers are added and their quoted price recorded for each requested item. The requested items are shown straight away — even before any supplier has been added — so whoever is sourcing knows exactly what to ask for.

Click Add Supplier to pick an existing supplier or create one on the spot, and repeat until you have enough to compare. You must reach your company’s minimum number of suppliers before you can submit — that minimum defaults to 2, can be set anywhere from 1 to 5 by an administrator, and up to 5 suppliers can be compared side by side.

The same canvass is reachable from Treasury. Open Treasury → Payables → Purchase Requests and click a request in Canvassing or Supplier Selection — the Canvassing screen opens directly, and the details screen carries a View Canvass button alongside the stage button that moves the request forward.

At the supplier selection step, every supplier that quoted is shown side by side with their total quoted cost across all the canvassed items — not just the items they won — so you are comparing suppliers as whole packages. The cheapest is tagged lowest.

Pick the winning supplier for each requested item from its dropdown. You must award every item before you can submit. Record why in Notes — lowest bid, preferred vendor, faster delivery — because that note is the audit trail for the decision.

The next step issues the Purchase Order to the awarded supplier. When the workflow included canvassing and supplier selection, the awarded items and the winning supplier are carried into the order automatically, using the costs from the selection step. When the workflow goes straight from request to order, the items and their estimated costs come from the approved request instead. Either way a banner confirms how many items were pre-filled — review the costs before submitting.

The order captures the Supplier, Delivery date, Delivery terms (Delivery or Pickup), Tax type, and Payment terms (Cash on Delivery, Payment Upon Invoice, Post Dated Check, Dated Delivery Upon Payment, or No Terms of Payment), plus its line items and notes. Click Submit Purchase Order to issue it.

Issuing the order starts fulfillment tracking automatically — acknowledgement, delivery, and receiving/QC each become their own task, and the receiving step arrives pre-filled with the order’s items and quantities.

You do not file a payment request by hand for a purchase order. Every purchase order automatically gets its own Request for Payment in Treasury — the payee is the order’s supplier, the amount is the order total, and the PO number is recorded on the request. Open the order and use View Payment Request to jump straight to it.

On the Procurement SOP template, the final Payment Request Processing step simply shows that request read-only, with a status chip — Awaiting approval & release, Payment released, or Rejected. There is nothing to fill in and no Mark as Done button; the step finishes itself once the payment is released or rejected.

If you are filing a payment that isn’t tied to an order, go to Treasury → Payables → Request for Payment and click New Payment Request. You pick a Payment flow, click Start, then fill in the Payee Type (Supplier, Employee, or Other), the Amount, the Payment Type, an optional due date and reference number, and a required Memo / justification.

A request lands in Payment Approval. The approver opens it and clicks Approve Payment — the confirmation is explicit that no money moves at this step; it only advances the request to For Releasing. To turn it down instead, click Reject Payment and enter a Rejection Reason, which is required.

Requests are immutable by design — there is no edit screen, so an approver can never authorize an amount different from the one they saw. If a detail is wrong, the requester clicks Cancel and files a fresh request.

This is the only step that moves money. Open a request in For Releasing and click Release Payment. In the dialog, choose the Fund Account the money comes from (required) and optionally add a Memo, then confirm.

The fund account balance is deducted, the request moves to Payment Released, and a Settlement Information section appears on the request showing the linked Fund Transaction and Source Document. Releasing a PO-linked request pays that order directly — its Paid and Balance figures move and its status walks from Open to Partially Paid to Paid — and the same order can never be paid twice through it.

If an order is later settled in full some other way, its remaining open payment requests are cancelled automatically, so a stale request can’t be released against an order that is already square.

Open Treasury → Fund Accounts. Every bank account, check account, e-wallet, and cash fund is listed with its Balance — a running balance that updates automatically as treasury transactions post against it. Click a row to open the account and review its recent transactions, including the one your release just created.

Back on the purchase order, the Payment History section records each payment’s date, fund account, amount, and fee. An order can also be paid directly from Treasury with Create Payment — choose the Fund Account, enter a Payment Amount (or click Pay Full), add any Transaction Fee, then click Record Payment. The payment cannot exceed the outstanding balance or the fund account’s own balance.