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Inventory SoftwarePurchase Order Management Software from Requisition to Payment
Run the whole buying cycle in one place: request, quote, compare, order, receive, match the supplier invoice and pay. Approvals, contract rates and category budgets keep spending under control.
Why Purchase Control Matters
Purchasing is where inventory money leaves the business. Orders placed by phone with no record, goods received that do not match the order, and supplier invoices paid twice are all common and expensive. A procurement flow with clear stages makes each step visible and approvable.
NexoraIMS follows the real Indian trade flow: requisition, request for quotation, comparison, purchase order, goods receipt (often partial), supplier invoice and payment.
Purchasing Features
Requisitions and RFQs
Raise requisitions, request quotes from several suppliers, enter rates, lead time and terms, compare side by side and award.
Purchase orders
Draft, approval, partial receipt and close; the next-step panel shows who can act and what it does to stock and money.
Goods receipts (GRN)
Receive in full or in part, record rejected units, batch and expiry, bins, foreign currency and customs duty for landed cost.
Invoice matching
Supplier invoices are checked for duplicates and matched three ways against the order and receipt.
Contracts and budgets
Contract rates fill blank PO rates; a monthly budget per category sends over-budget orders for approval.
Returns and payments
Purchase returns, supplier payments with allocation and a delivery schedule of open lines by expected date.
Requisition to RFQ to Purchase Order
On an approved requisition, request quotes from the suppliers you tick. As replies arrive, enter their rates, lead days, freight and terms, then Compare quotations: the lowest rate is pre-selected for each item and you can choose another supplier with a reason.
Award creates one draft purchase order per supplier. Items not yet ordered stay on the requisition for another RFQ.
- Side-by-side quotation comparison
- One draft PO per supplier on award
- Rates, lead time, freight and terms recorded
- Contract rate warning or block on PO
The Buying Cycle
Request
Requisition with need date, approved.
Quote
RFQ to suppliers; compare and award.
Order
Draft PO, contract rates, approval and budget check.
Receive
Partial or full GRN with rejections and batches.
Pay
Match supplier invoice, pay and allocate.
Procurement Controls
| Risk | Control in NexoraIMS |
|---|---|
| Paying above agreed rate | Contract rate: off, warn or block |
| Overspending a category | Monthly purchase budget escalation |
| Duplicate supplier invoice | Duplicate check |
| Invoice not matching goods | Three-way check against PO and receipt |
| Late deliveries | Delivery schedule with days late |
No supplier-portal invoice upload yet. Suppliers can confirm delivery dates through the portal.
Purchase Order Management Software India – FAQ
Yes. You can request quotes from several suppliers, record replies, compare and award to create purchase orders.
Yes. Approval thresholds apply, and category budgets can force approval.
Yes. Partial receipts are tracked and open quantity stays on the order.
Checking that the supplier invoice matches both the purchase order and the goods actually received. See three-way matching explained.
Yes. A direct goods receipt can be in another currency with customs duty, and landed cost is calculated in INR.
Through a private portal link a supplier sees open purchase orders and payments and can confirm delivery dates.
See NexoraIMS on Your Own Stock
Share your products, warehouses and billing flow and get a free live demo of NexoraIMS. No commitment; we typically respond within 24 hours.