Purchase approval automation for manufacturers, from material indent to goods receipt.

Supervisors on the line rarely have a laptop to hand. We also build kiosks and connected devices, so an indent or an issue report can be raised from a kiosk next to the line.

1. Input. A material indent: item code, quantity, work order number, required-by date and the supervisor raising it.
2. Checks. Stock on hand for that item, open purchase orders already on the way, and whether the item has an approved supplier. The last purchase rate is attached for reference.
3. If stores can issue it. Stores gets an issue slip and no purchase request is raised.
4. If it must be bought. A purchase request goes to the purchase head with stock, open orders and last rate beside it. Above a value limit you set, a second approver signs off.
5. Record. An approved request becomes a draft PO for the purchase team to finalise with the supplier.

When material arrives, stores enter the goods receipt note. If the received quantity or invoice rate differs from the PO, the GRN is not posted. It goes to stores and purchase together with both figures, and they decide whether to accept a short supply, reject it or raise a debit note. The supplier’s GSTIN on the invoice is also checked for the right 15-character format, a state code that matches the supplier’s address and a valid check digit in the 15th character.

That is a check of the number itself, not a check against the GST portal. Whether a supplier’s registration is active on the portal stays with your accounts team.

Stock and open orders can come from your ERP or from accounting software such as Tally. We can connect where it offers an API or data export. If you are weighing indents against goods receipt as the first job, our guide on what to automate first may help.

The automation does not approve requests or place orders. The purchase head approves, a second approver signs off above your value limit, and stores and purchase settle any mismatch at the gate.