The 5 stages of the purchase cycle
1. Purchase request
Everything starts with a need. A team member identifies a requirement for supplies, equipment or services and creates a purchase request in VIA ERP. The request then goes through a configurable approval workflow — one level for routine purchases, multiple levels for significant expenses.
2. Supplier purchase order
Once approved, the request is converted into a purchase order (PO) in one click. The PO includes the requested items, negotiated prices with the supplier, delivery deadlines and payment terms. It is sent directly to the supplier by email from VIA ERP.
3. Goods receipt
Upon delivery, the team records the receipt in VIA ERP: quantities received, quality control, discrepancies versus the order. The goods receipt note is automatically linked to the original purchase order to ensure traceability.
4. Three-way matching
This is the key to purchase control. VIA ERP automatically compares three documents:
- The purchase order — What you ordered
- The goods receipt — What you received
- The supplier invoice — What you are being charged
If all three match, the invoice is automatically validated. In case of discrepancy (different quantity, modified price, missing item), the system alerts the manager for manual verification.
5. Supplier payment
Validated invoices are integrated into the payment schedule. VIA ERP manages payment schedules, partial payments and early payment discounts. You maintain complete visibility over your financial commitments.
Measurable benefits
- 85% reduction in invoicing errors thanks to automatic three-way matching
- 60% reduction in invoice processing time — no more manual line-by-line verification
- Real-time visibility over purchase commitments and available budget
- Improved supplier relationships — on-time payments, accessible purchase history
Conclusion
A structured purchase cycle is not a luxury reserved for large companies. With VIA ERP, even a 10-person SME can set up a professional purchasing process in just a few days.