Purchase management software, from requisition to supplier payment
Raise requests, compare supplier quotes, issue LPOs, check deliveries in, book supplier invoices and pay suppliers in one flow, with stock and the books updated as you go.
In short
1flux is purchase management software for B2B trading, distribution and project-supply companies. A requisition becomes a request for quotation (RFQ) PDF, recorded supplier quotes, a side-by-side comparison and an award with a reason. The award becomes a purchase order, printed as a local purchase order (LPO). Stores check deliveries in on a goods received note (GRN), a separate goods receipt report (GRR) posts stock and the journal, and accounts build the purchase invoice from what was received. The flow ends with paying the supplier: you allocate each payment to purchase invoices, and payments post to the ledger.
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- The procurement manager opens the Purchasing overview for Sadaf Building Supplies LLC.
- The most urgent rows come first: 3 late purchase orders (Review late orders) and 2 requisitions waiting for approval.
- Then sourcing: 4 approved requisitions with no purchase order (Collect quotes) and 2 with enough quotes to compare (Compare quotes).
- Then orders: 3 drafts waiting to be issued (Review drafts) and 1 open order waiting for prices (Agree prices).
- Each row opens exactly the records it counts. Tiles below show open order value, approvals waiting, late deliveries and spend this month.
The problem
Buying in a growing trading company rarely fails in one big way. It leaks in small ones.
“The request to buy was a WhatsApp message, the supplier quotes sit in three inboxes and nobody can say why that supplier won.”
“Goods arrived before the price was agreed, so the stock cost is a guess.”
“Stores say 46 arrived, the supplier invoiced 50 and accounts only find out at month-end.”
“One delivery note covered three LPOs, and nobody knew which order to close.”
“The person who raised the order also received the goods and approved the invoice.”
None of this needs a heavyweight ERP to fix. It needs each buying document to hand off to the next, with the right person signing each step.
What does 1flux purchase management software cover?
1flux covers the buying cycle from the first internal request to paying the supplier. The seven buying documents up to the purchase invoice are each numbered per legal entity and year, and each has a plain-sentence activity history.
- Requisition: Approved . Nothing posts.
- RFQ and quotes . Nothing posts.
- Compare and award . Nothing posts.
- Purchase order (PO-2026-0012) . Nothing posts.
- GRN check-in: Checked & approved . Nothing posts.
- Goods receipt report (GRR-2026-0074) . Posts Dr Inventory , Cr GRNI.
- Purchase invoice (PI-2026-0033) . Posts Dr GRNI, VAT , Cr AP.
| Step | Document in 1flux | Who usually does it | What it changes in the books |
|---|---|---|---|
| 1 | Requisition | Requester, then an approver | Nothing |
| 2 | Request for quotation PDF | Buyer | Nothing |
| 3 | Purchase quote, compared and awarded | Buyer | Nothing |
| 4 | Purchase order, printed as “Local purchase order” | Buyer issues it | Nothing |
| 5 | Goods received note | Storekeeper; an approver if checked with comments | Nothing |
| 6 | Goods receipt report | Receiving or inventory control | Stock in. Dr Inventory, Cr Goods received not invoiced |
| 7 | Purchase invoice | Accountant | Dr GRNI, Dr Input VAT, Cr Accounts payable, plus any price or FX variance |
| 8 | Supplier payment, allocated to purchase invoices | Accountant | Posts to the ledger |
Need something today? A local purchase request (LPR) or a direct purchase order skips the requisition, approval and quote comparison. The procure-to-pay guide walks through the whole flow, from the first request to the supplier payment.
Start every buying day on the Purchasing overview
1flux opens Purchasing on what needs your action, not on a wall of reports. The overview covers the legal entity you’ve selected.
- Tiles: Open order value, Awaiting approval (requisitions), Late deliveries and Spend this month.
- Charts: Spend by month, Spend by supplier and This year’s orders by stage (Draft, Issued, Receiving, Closed).
- Needs action, sorted by severity, each row with one button that opens the exact records: late purchase orders (Review late orders), requisitions waiting for your approval, approved requisitions with no purchase order (Collect quotes), requisitions with enough quotes to compare (Compare quotes), draft orders waiting to be issued (Review drafts) and open orders waiting for prices (Agree prices).
- Recent purchase orders below.
People only see the rows they’re allowed to act on. Money is summed in the entity’s base currency, and orders in other currencies are named rather than silently converted.
Source with evidence, not memory
1flux turns “we asked around” into a record you can defend. A requisition carries a purpose: Replenish stock, Customer demand (sales order) or Internal use. Customer-demand requisitions must name the sales order they serve and can copy its open lines.
After a single approval, the buyer downloads a supplier-ready RFQ PDF, either general or addressed to one supplier, which marks that supplier RFQ sent.
- Supplier replies are recorded as purchase quotes with the supplier’s own file attached.
- Compare offers lays suppliers side by side with a Best badge on the lowest valid price.
- Every line is awarded with a reason.
- A company setting for the number of quotes you want shows when you have enough quotes.
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- Compare offers shows three suppliers’ quotes for one requisition: unit price and line total in AED for each item, with each supplier’s validity and lead time.
- The lowest valid price for each item gets a Best badge: Saffar Valves Trading for the gate valves, Tidewell Pipe Supplies for the pipe and Coralbay Building Materials for the pumps.
- The buyer awards the gate valve line to Saffar Valves Trading. The Award reason is required and is pre-filled with Lowest valid unit price, because this is the recommended offer.
Order on an LPO, priced now or priced later
1flux raises purchase orders three ways: from awarded quotes (one draft per supplier, in the quote’s currency), from a converted LPR or directly. Each order is either priced or a “PO without price”, where receipts carry a provisional cost until the buyer agrees prices.
- VAT on every line, with an Apply tax switch.
- Statuses: Draft → Issued → Receiving → Closed, or Cancelled.
- Revise quantities or prices with a reason, short-close a part-received order or cancel one with nothing received.
- Prints as “Local purchase order” with your letterhead, registrations and tax.
The purchase order report shows ordered, accepted, rejected and still-to-arrive quantities, with a delivery lateness chart.
- Purchase order (No prices yet): Issued . Nothing posts.
- Goods receipt report (GRR-2026-0081): Provisional . Posts Dr Inventory , Cr GRNI.
- Agree prices . Nothing posts.
- Revaluation (At receipt-date rate) . Posts Inventory adjusted.
Receive in two steps: check in, then post
1flux splits receiving so that nothing reaches stock or the ledger until it has been checked.
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- A storekeeper records a goods received note: supplier Tidewell Pipe Supplies LLC, purchase orders PO-2026-0012 and PO-2026-0015, and the supplier’s delivery note number.
- They attach a photo of the delivery note and choose the outcome Checked & approved.
- The note is saved as Checked & approved. Nothing posts to stock or the ledger.
- The receiving team creates goods receipt report GRR-2026-0074 from the note. One line arrived short by 2, so it needs a variance reason: Balance to follow.
- Post GRR brings the stock into the Jebel Ali warehouse and posts one journal: Dr Inventory, Cr Goods received not invoiced.
Stores record a GRN: supplier first, one or more purchase orders, the delivery note number, the PO numbers written on it and photos or a scan (required when the note is Checked & approved). The outcome is Checked & approved or Checked with comments, and a commented note waits for an approver. A GRN never posts.
The GRR team then turns the checked note into a goods receipt report. It can cover several purchase orders, needs a reason for every short, over or rejected quantity and posts stock and the journal in one step. Rejected goods go to their own register. Companies can switch on blind receiving, so stores count without seeing ordered quantities. Goods receiving with GRN and GRR
Invoice what was received, with a reason for every difference
1flux uses receipt-based invoicing: invoices are built from what was received and priced against the order, with a reason for any difference. Accounts pick one or more posted GRRs of one supplier, enter the supplier’s invoice number and attach the supplier’s invoice.
- The supplier invoice number is unique per supplier, so the same bill can’t be booked twice.
- A received line can be invoiced only once.
- A price difference needs a reason and posts to invoice price variance.
- The invoice clears goods received not invoiced (GRNI), books input VAT and credits accounts payable.
Purchase invoices live alongside the supplier master, groups and documents.
- Goods receipt report (GRR-2026-0074): Posted . Posts Dr Inventory , Cr GRNI.
- Ready to invoice (Posted, waiting for an invoice) . Nothing posts.
- Purchase invoice (PI-2026-0033) . Posts Dr GRNI, VAT , Cr AP.
Separate lanes for requesters, buyers, stores and accounts
1flux gives each buying step its own permission, so you can separate duties through your roles. Buttons a person can’t use are hidden, and the server refuses the action anyway.
| Lane | Permission in the role editor |
|---|---|
| Raise requisitions, LPRs and draft orders | Create procurement records |
| Approve requisitions | Approve procurement (requisitions) |
| Award supplier quotes | Award supplier quotations |
| Issue orders and revise issued quantities | Issue purchase orders |
| Price an unpriced order | Add prices to an unpriced purchase order |
| Check deliveries in | Record goods received notes |
| Approve notes checked with comments | Approve goods received notes checked with comments |
| Post stock and the journal | Create and post goods receipt reports |
| Book or void supplier invoices | Record purchase invoices; Void purchase invoices |
Pay suppliers against their invoices
1flux closes the buying cycle with the supplier payment. Pay suppliers and allocate each payment to purchase invoices. Payments post to the ledger, and the Owed to suppliers tile on the Accounting overview reads the payable and GRNI balances.
How does purchasing work in 1flux?
Eight steps from the first request to the supplier payment, each signed by the person whose job it is.
Request
A requester raises a requisition with a purpose, warehouse, needed-by date and items, then submits it. An approver clicks Approve.
Ask suppliers
The buyer links suppliers, downloads the RFQ PDF and sends it.
Compare and award
The buyer records each supplier's quote with their file, opens Compare offers, awards each line with a reason and creates the draft purchase orders.
Issue
The buyer reviews the draft, sets tax per line and clicks Issue. The LPO prints with your letterhead.
Check in
When the truck arrives, stores record a GRN with the delivery note and photos, and save it as Checked & approved or Checked with comments.
Post the receipt
The GRR team tags the purchase orders, gives reasons for any variance and clicks Post GRR. Stock and the journal post together.
Book the invoice
Accounts select the posted GRRs under Ready to invoice, confirm prices and post the purchase invoice.
Pay the supplier
Accounts pay the supplier and allocate the payment to the purchase invoices it settles. The payment posts to the ledger.
Connected to the rest of 1flux
Purchasing and Receiving sit inside the 1flux Inventory app, on the same login and data as CRM and Accounting. Sell, buy, stock and account. One record.
- CRMCompany → supplier
- PurchasingPosted GRR → stock in
- InventoryReceipts and invoices → journals
- Accounting
- Inventory: only a posted GRR moves stock, through stock movements and cost layers in the receiving warehouse. Issued orders feed each item’s Awaiting receipt figure. See 1flux Inventory.
- Accounting: the GRR and the purchase invoice post their own balanced journals through the same posting gateway as sales, and supplier payments post to the ledger. A missing account mapping or a closed period blocks posting with a clear message, and GRNI older than 30 days shows on the Accounting overview. See 1flux Accounting.
- Sales: customer-demand requisitions and purchase orders link to the sales order, down to the line, and the sales order lists them.
- CRM: a supplier can be created from a company you already keep in 1flux CRM.
Who is 1flux Purchasing for?
Everyone who touches a purchase, each in their own lane.
Procurement managers and buyers
Defensible awards and a clean order book.
Storekeepers
A clear check-in with no prices and no paperwork chase.
Finance teams
Receipts, supplier invoices and supplier payments in the ledger, with every variance explained.
Project suppliers
Buy against named customer orders and keep the link between the two.
Does 1flux pay suppliers?
Yes. In 1flux you pay suppliers and allocate each payment to purchase invoices, and payments post to the ledger. The purchase invoice itself is built from posted goods receipt reports: it clears goods received not invoiced, books input VAT and credits accounts payable. The Owed to suppliers tile on the Accounting overview reads the payable and GRNI balances.
Does 1flux handle LPOs and GRNs?
Yes. 1flux uses the purchasing documents trading companies already know. A priced purchase order prints as a Local purchase order with your letterhead, registrations and tax, and a quick local purchase request (LPR) converts straight into a purchase order. Stores check deliveries in on a goods received note (GRN), and a separate goods receipt report (GRR) posts stock and the journal.
How does 1flux match supplier invoices to goods received?
1flux uses receipt-based invoicing: invoices are built from what was received and priced against the order, with a reason for any difference. Invoice lines come from what the goods receipt report accepted, and prices start from the purchase order. If the supplier's price differs, accounts enter a reason and the difference posts to an invoice price variance account.
What posts to the ledger when goods are received in 1flux?
1flux posts nothing at check-in: the goods received note records the delivery only. When the goods receipt report is posted, stock enters at the order's price and the journal debits inventory and credits goods received not invoiced (GRNI). The purchase invoice later clears GRNI, books input VAT and credits accounts payable, with any price difference in invoice price variance.
Can 1flux keep buyers, stores and accounts in separate lanes?
Yes. 1flux gives each buying step its own permission: raising requisitions, approving them, awarding supplier quotes, issuing purchase orders, agreeing prices, checking deliveries in, approving commented GRNs, posting goods receipt reports and recording purchase invoices. You assign them through roles, so you can separate duties. Buttons a person can't use are hidden, and the server refuses the action anyway.
Can we place an order before the price is agreed?
Yes. 1flux lets a buyer raise a purchase order without prices. Goods received against it are costed provisionally, from the last purchase price or the item's standard cost. When the price is agreed, the buyer uses Agree prices; for weighted-average entities, 1flux revalues those receipts while the goods are still intact in stock. The Purchasing overview lists every order still waiting for prices.
Can we run purchasing for several companies?
Yes. Every purchasing document belongs to one legal entity, with its own numbering, warehouses, currency and books. People only see the entities they're allowed to access, and the Purchasing overview covers the entity selected in the top bar. A UAE company and a Saudi subsidiary can buy in one workspace without mixing their orders or ledgers.
Requisitions and quote comparison
Requisitions with a purpose, RFQ PDFs, recorded quotes and awards with a reason.
Purchase orders (LPO)
Priced or unpriced orders, VAT per line, revisions with reasons and a report of what's due.
Goods receiving (GRN)
Check deliveries in on a GRN, then post stock and the journal on a goods receipt report.
Supplier management
Supplier records, documents and performance, with invoices built from what was received.
Procure-to-pay guide
Eleven steps from requisition to supplier payment, with the documents, controls, accounting, KPIs and a checklist.
Book a demo
See a purchase run from request to supplier payment
We'll walk a requisition through quotes, an LPO, a GRN, a posted invoice and the supplier payment in your own document names.
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