Procure to Receive

The S2P buying chain runs a request through sourcing, a purchase requisition, a purchase order, receiving, and an invoice — each its own record type with its own state machine, linked back to the record that spawned it.

Purchase Requisition

A requisition captures Requested for, Department / Cost center, Category, a Supplier, Total cost, a Delivery location / date, and a required Business justification.

State	What it means	Typical next action
Composing	Being drafted by the requisitioner.	Submit
Submitted	Going through approval.	Approve, Reject, or Recall
Approved	Approved by the last approver.	Create PO
Ordering	The PO has been created but not yet sent to the supplier.	Send to Supplier
Ordered	Fully approved; the PO has been generated and sent.	Cancel, if needed
Denied	Denied by an approver.	Revise & Resubmit
Cancelled	Terminal — cancelled by the requisitioner.	—

Reject requires a comment. Cancel is only available while Ordering or Ordered.

Purchase Order

A PO carries Vendor, the originating Requisition, Ship to (stockroom), Bill to, Expected delivery, and Payment terms.

State	What it means	Typical next action
Ordering	Being sent to the supplier.	Order
Ordered	Sent to the supplier.	Acknowledge, then Receive
Receiving	Partially received.	Close PO once fully received
Received	Closed — fully received, partially received and closed, or cancelled.	View Receipts / View Invoices
Cancelled	Terminal — allowed only while Ordering or Ordered.	—

Each PO’s PO Lines carry their own Ordered quantity / Received quantity / Unit cost, staying in step with the header status, and go read-only once the line is Ordered or Received.

Receiving & invoices

A Receiving Slip is created against a PO and records Quantity received, moving Open → Posted; posting can create the corresponding assets in the destination stockroom.

An invoice is matched to its PO and receipts before it can be paid:

State	What it means	Typical next action
New	Captured, not yet validated.	Validate
In Review	Being mapped to PO lines and checked for duplicates.	Accept (once matched), or Flag Exception
Exception Found	A three-way-match exception is open — quantity variance, insufficient receipt, price mismatch, funds variance, missing tax info, or a possible duplicate.	Handle Exception
Accepted	Exceptions cleared and matched.	Submit for Approval
Approved	Approved for payment.	Pay
Paid	Terminal.	—
Rejected	Terminal — rejected during review or exception handling.	—

Accept is blocked until the invoice is matched to a PO line and a sufficient goods receipt.

Sourcing & negotiations

Before a requisition exists, an off-catalog need starts as a Sourcing Request (Open → In Sourcing → Sourced → Closed, or Cancelled), which can launch a Sourcing Event — a negotiation of type Quote, RFx, Contract Renewal, or Other — moving Draft → Published → In Negotiation → Awarded → Closed. Awarding a supplier feeds the price back into the requisition that gets created once sourcing completes.

Procurement cases

A Procurement Case is the buyer’s intake/triage record for work that isn’t a straight catalog buy — sourcing assistance, a supplier issue, a contract request, an invoice inquiry, or a policy question. It follows the same task pattern used elsewhere in the app: New → In Progress → On Hold / Awaiting Requestor → Resolved → Closed (or Cancelled), with Assign to Me, Put On Hold (with a reason), Request Info, Resolve, and Reopen actions.

Suppliers

The Supplier master record tracks status (Prospect → Onboarding → Active, or Inactive), category, legal entity, contacts, and payment terms, plus a computed Performance score that flags suppliers falling below the KPI threshold. Related lists surface a supplier’s Contracts, Purchase Orders, Invoices, Contacts, Action Plans, and Cases.