Procurement & Purchasing

SamvraCore supports 3-Way Matching, the control that reconciles a purchase order, the goods received, and the vendor's invoice. The procurement module lets staff link purchase orders to vendor invoices: a PO can be matched to an invoice for reconciliation, and the match can later be removed if needed. Matches support explanatory notes, and the backend provides endpoints to match an invoice to a PO, list the matched invoices for a PO, and remove a specific match.

This matching complements the receiving flow (which already compares received quantity to ordered quantity) by adding the invoice side of the reconciliation, giving a complete picture across order, receipt, and bill.

The Vendor Portal extends procurement to suppliers themselves. It is invitation-only: a vendor accepts an invitation and sets up an account, then can view the purchase orders assigned to them and acknowledge a PO with an expected delivery date. Vendors can also track payment status and upload documents such as tax forms, insurance certificates, and invoices, which internal staff review through a pending-to-approved-or-rejected workflow.

Together, PO acknowledgement from the portal, receiving against the PO, and three-way matching give the organisation visibility from the moment an order is placed to the point its invoice is reconciled and paid.