Purchasing: who you bought the same item from, now recorded.
Requests, multi-supplier quote comparison, orders and invoice matching in one flow. Cheapest quote and delivery time side by side; order, goods receipt and invoice are compared automatically.
What Purchasing does
From a need request to quote comparison, from an order to goods receipt and invoice matching — one flow.
Need requests
Departments open a need request; tracked as draft, awaiting approval, approved, ordered, rejected and closed. When it is needed and the estimated amount are visible.
Request approval
A request passes an approval step before becoming an order; a rejected request stays with its reason. Who asked for what and who approved is recorded.
Quote requests (RFQ)
For a request, quotes are asked from several suppliers; each supplier price, validity date and delivery time are collected.
Multi-supplier comparison
Quotes side by side; the cheapest supplier is badged per line, amounts converted to the chosen comparison currency. Different currency and delivery day appear in the same table.
Orders
An order is created from the selected lines; the order is kept in the supplier own currency. Order status and remaining delivery are tracked.
Open orders
Pending deliveries are grouped as overdue / today / this week. Partial delivery (20/31 received) is clear; overdue orders are marked red.
Invoice matching
Order, goods receipt and invoice are three-way compared. Those within tolerance match, differences are flagged; no record is forced by hand.
Supplier performance
On-time delivery %, average delay, reject rate and inspection coverage are measured per supplier. Who keeps their word is visible in data.
Linked to accounting
Approved purchase invoices feed from the same data as the account in pre-accounting and stock value in the warehouse.
Excel, or purchasing?
How it works today
- Quotes scattered across email and WhatsApp
- Who sold the same item cheaper is forgotten
- Order vs. received goods compared by hand
- Whether the invoice matches the order is unknown
- Which supplier delivers late is not measured
- Partial deliveries cannot be tracked
With ERPKolay
- Quotes in one table, cheapest badged
- Supplier price history of the same line recorded
- Order to goods receipt to invoice match automatically
- If the difference is out of tolerance the system flags it
- On-time and reject rate measured per supplier
- Partial delivery and overdue orders are clear
Warehouse & Stock
Warehouse-based stock, goods receipt, transfers and counting. How much of which product is in which warehouse — live.
Pre-Accounting
Current accounts, invoices, cash-bank, cheques and aging. Who owes you what and what you owe, on one screen.
Quote Management
Combine service, product, configured and manufactured items in one quote; generate a PDF, route for approval, convert to contract.
Manufacturing
Bill of materials, work orders, stock and cost. One chain from production plan to warehouse.
Project Management
Work items, time tracking and project profitability. See which project actually makes money.
CRM
Customers, activities, opportunities and sales pipeline. Every conversation on record.
From contract to live, one week.
No months-long analysis phase. Standard setup is done in five business days; data migration and training included.
Discovery call
We decide together which modules to enable and map your current file structure.
20 minData migration
Records from your Excel files are imported into the system.
1–2 daysPermissions & flow setup
Approval chains and policies are tuned to your company.
1–2 daysTraining & go-live
A two-session live training, then the system is opened.
1 dayPurchasing software for SMBs
Purchasing is the most scattered process in most SMBs: quotes in email and WhatsApp, the order in an Excel, received goods somewhere else, the invoice in accounting. The result is that no one clearly knows who they bought the same item from and at what price, or which supplier keeps its word. ERPKolay keeps purchasing as a single flow: request to quote to order to goods receipt to invoice.
From request to quote
A need starts with a request opened by a department; it cannot become an order without approval, preventing unplanned buying. Quotes are requested from several suppliers for the approved request. The quote comparison screen lines up incoming prices: the cheapest supplier is badged per line, amounts are converted to your chosen comparison currency, and delivery times are visible. The decision is made looking at price, delivery time and the supplier past performance — all on the same screen.
From order to goods receipt
An order is created from the selected lines and kept in the supplier own currency. The open-orders screen groups pending deliveries as overdue, today and this week; partial delivery is shown clearly as 20/31 received, overdue orders marked red. When goods arrive they enter stock via goods receipt; the rejected quantity is not posted to stock and not deducted from the order remainder.
Three-way invoice matching
The most common source of error in purchasing is not checking whether the invoice matches the order and the received goods. ERPKolay three-way compares the amount on the order, the amount on goods receipt and the amount on the supplier invoice. Those within tolerance match automatically; a difference is flagged and goes to review. The comparison only marks, forcing no record by hand — making the error visible without breaking reconciliation.
Supplier performance
The question of who keeps their word is now answered with data, not feel. On completed orders the last receipt date is compared with expected delivery for on-time percentage; average delay, reject rate on inspected receipts and inspection coverage are also measured. Because few inspections can make a large rate misleading, when coverage is low the rate is treated as unreliable and this is stated clearly. This table decides which supplier to favour in the next quote round.
Related guides
Deepen the topic with practical, no-jargon guides for SMBs.
What should supplier selection be based on? A supplier performance guide that looks not only at price but at delivery and quality.
Read the guide → What Is 3-Way Invoice Matching in Purchasing?What is 3-way matching? A guide to preventing wrong payments by comparing order, goods receipt and invoice.
Read the guide → How Stock Cost Breaks a Business (Dead Stock)What is dead stock and why is it dangerous? Protect cash flow with stock cost, tied-up capital and stock turnover.
Read the guide →Frequently asked questions
What does purchasing software cover?
Need requests, multi-supplier quote requests (RFQ) and comparison, order creation, open-order/delivery tracking, goods-receipt-to-invoice matching and supplier performance measurement.
How does quote comparison work?
Prices are requested from several suppliers for a request. On the comparison screen quotes are lined up side by side; the cheapest supplier is badged per line, amounts are converted to your chosen comparison currency, and each quote delivery time is shown. You create an order directly from the lines you select.
Are different currencies supported?
Yes. One supplier can quote in USD, another in TRY; comparison converts to the chosen comparison currency. The order is created in the supplier own currency.
What does invoice matching do?
The amount on the order, the amount on the received goods and the amount on the supplier invoice are three-way compared. Those within tolerance become matched, differences are flagged. The comparison only flags; it forces no record by hand, and unapproved invoices do not enter the comparison.
Is partial delivery tracked?
Yes. The open-orders screen groups pending deliveries as overdue / today / this week; partial status like 20/31 received and how many units are pending are clear. Overdue orders are marked red.
How is supplier performance measured?
On completed orders, the last receipt date is compared with the expected delivery date to compute on-time percentage; average delay, reject rate on inspected receipts and inspection coverage are also measured. With few inspections the rate is treated as unreliable and shown next to coverage.
Is it linked to warehouse and accounting?
Yes. An approved order enters stock via goods receipt; the purchase invoice is posted to the account in pre-accounting. The same data, once, across three modules.
Who opens a need request?
Any department can open a need request; it cannot become an order without approval. This prevents unplanned buying and duplicate orders.
See Purchasing with your own data.
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