The Full Purchase Order Workflow (RFQ → PO → GRN → Invoice)

Purchase Order Workflow

InvenPro follows a 4-stage procurement workflow that mirrors international best practice.

Stage 1 — Request for Quotation (RFQ)

1. Go to Procurement → RFQ → click + New RFQ
2. Add products and quantities needed
3. Select vendors to invite for quotes
4. Send RFQ (email or print)
5. Record vendor quotes when received

Stage 2 — Purchase Order (PO)

1. From the RFQ comparison, select the winning vendor
2. Click Convert to PO — PO is created automatically
3. Review and approve the PO
4. Send to vendor

Stage 3 — Goods Receipt Note (GRN)

1. When goods arrive, go to the PO → click Receive Goods
2. Enter actual quantities received (may differ from ordered)
3. Stock is updated immediately in the selected warehouse
4. GRN document is created for records

Stage 4 — Vendor Invoice Matching

1. When vendor invoice arrives, go to Procurement → Vendor Invoices
2. Match the invoice to the GRN — InvenPro shows any price/quantity discrepancies
3. Approve and post to accounts payable