Complete Procurement Cycle: From PR to Payment

This tutorial follows a typical source-to-pay path in Waqti. Steps that depend on plan or feature gates are called out so you know what to expect on Starter vs Professional and higher tiers.

Before you begin

Requirement	Notes
Roles	Requester to create PRs; approvers on configured workflows; buyer permissions to create RFQs/POs; finance for invoices and payments.
Data	Departments, approval workflows, budgets (if you enforce budget checks), and vendors should exist.
Plans	Purchase requisitions, RFQs, three-way matching, and some reporting features are commonly gated on Professional+. Confirm your subscription under Settings → Billing (or your tenant’s billing area).

Use the dashboard

Your dashboard surfaces Pending Approvals and recent activity. Many steps below also appear as tasks for the right role—use it as your home base between modules.

1. Create a purchase requisition (PR)

1. Open Procurement (or your tenant’s menu group for requisitions) and go to Purchase Requisitions → New (or Create requisition).
2. Choose department, needed-by date, and optional project if your tenant uses projects.
3. Add line items: description, quantity, estimated unit price, and category if required.
4. Attach supporting files (specs, quotes) using the attachment control on the requisition.
5. Save as draft or submit when ready.

Feature gate

If Purchase Requisitions is not visible, your plan may not include PRs. You can often start the cycle from an RFQ or PO instead—adjust the sequence accordingly.

2. Submit the PR for approval

1. From the requisition detail page, choose Submit for approval (wording may be Submit or Send for approval).
2. Waqti routes the PR through the approval workflow configured for requisitions (linear or visual designer, depending on setup).
3. As an approver, open Approvals (or the dashboard card), review the PR, and Approve or Reject with comments.

SLA and delegation

If your admin enabled SLAs or delegation, approvals may escalate or route to a delegate—check Admin Guide → Delegations for policy details.

3. Create an RFQ

1. After approval (or per your policy, in parallel), go to RFQs → New.
2. Link to the approved requisition if your flow converts PR → RFQ, or enter line items manually.
3. Select vendors to invite (only active vendors appear unless you allow drafts—follow your governance).
4. Set response deadline, currency, and terms; publish or send the RFQ.
5. Track responses on the RFQ detail page as vendors submit quotes.

Feature gate

RFQs are typically available on Professional+. On lower tiers, capture quotes offline and proceed with PO creation using agreed pricing.

4. Evaluate quotes and award

1. Open the RFQ and compare vendor quotes (price, lead time, terms).
2. Use award actions to select the winning vendor per line or for the whole RFQ (labels vary by screen).
3. Confirm any justification or notes required by your workflow.
4. Complete the award step so the system can drive the next document (often a PO or a linked requisition update).

Audit trail

Decisions are retained on the RFQ and related records—use history or activity panels when auditors ask who awarded what and when.

5. Create the purchase order (PO)

1. From the awarded RFQ, use Create PO (or Convert to PO) or open Purchase Orders → New and link the PR/RFQ as your process requires.
2. Verify vendor, bill-to / ship-to, payment terms, and line items (quantities, prices, tax codes).
3. Attach contract or MSA references if your tenant uses vendor contracts.
4. Submit the PO into its approval workflow if POs require approval before issuance.

6. Send the PO to the vendor

1. After PO approval, use Send to vendor (or Issue / Mark as sent) from the PO detail page.
2. Confirm delivery channel: email from Waqti, PDF download, or integrated channel if configured.
3. Track acknowledgement if your workflow records vendor confirmation.

Amendments

If terms change after issue, use PO amendments instead of editing the PO informally—amendments preserve an audit trail.

7. Receive goods (GRN)

1. When shipment arrives, open Goods Receipts (sometimes under Procurement or Receiving).
2. Create a receipt linked to the PO; enter quantities received per line (partial receipts supported where enabled).
3. Add notes, lot/serial (if used), and photos or packing slips as attachments.
4. Post or complete the GRN so inventory and accrual logic (if enabled) can update.

Inventory

If you use inventory (Professional+), receiving may update stock and warehouse levels—confirm warehouse selection on the GRN.

8. Process the vendor invoice

1. Go to Invoices → New (or Record invoice).
2. Link the invoice to the PO and, where applicable, the GRN lines.
3. Enter invoice number, dates, amounts, VAT, and ZATCA fields your admin configured.
4. Submit for AP review or matching per your workflow.

See Invoice processing for field-level detail.

9. Three-way matching

1. Open the invoice in Pending matching or equivalent status.
2. Compare PO, GRN, and Invoice quantities and amounts (the classic three-way match).
3. Resolve variances: request credit memo, PO amendment, or exception approval according to policy.
4. Approve match when within tolerance.

Feature gate

Strict three-way matching and tolerance rules may be limited or simplified on lower tiers—check with your administrator.

10. Approve payment

1. From finance workflow, move the matched invoice to Payment approval (labels vary).
2. Confirm payment method, due date, and cash discount if applicable.
3. Approve payment; if Tap or another gateway is used for outbound settlement, follow the payment batch UI your tenant enabled.

11. ZATCA e-invoicing compliance

1. Ensure VAT registration and ZATCA settings are completed under Settings / Tax per your admin configuration.
2. For Phase 2 compliance, generate or sync UUID, QR, and clearance status as exposed in your invoice detail (exact buttons depend on integration and plan).
3. Retain XML/PDF outputs and clearance evidence per Saudi regulations.

Further reading

The blog article ZATCA VAT & Procurement summarizes procurement angles; your finance team should validate legal requirements.

Summary checklist

Stage	Key Waqti artifact
Need	Purchase requisition
Sourcing	RFQ + quotes
Commitment	Purchase order
Receipt	Goods receipt (GRN)
Liability	Vendor invoice
Control	Three-way match
Cash	Payment approval
Compliance	ZATCA-ready invoice data

When you are comfortable with this path, refine workflows, budget thresholds, and catalog purchasing (catalog) to shorten cycle time for repeat buys.