Procurement & Suppliers
From purchase request to supplier payment. Controlled, traceable, and matched — every step of the way.
Who this is for
Procurement officers, store managers, finance teams, and business owners who need to control purchasing spend, verify goods received, and ensure supplier payments match what was ordered and delivered.
If your organisation buys raw materials, office supplies, or services from external vendors — and needs proof that what was ordered matches what arrived and what was invoiced — this module closes that loop with a full audit trail.
What you can do
Vendor Management
Maintain a supplier master with contacts, payment terms, bank details, tax registration, and performance history. Track supplier lead times and reliability scores.
Purchase Requests
Raise purchase requests from any department. Route through approval workflows based on amount and category. Convert approved requests to purchase orders.
Purchase Orders
Create POs with line items, quantities, agreed prices, and delivery dates. Track PO status from draft to fully received. Support partial deliveries and amendments.
Goods Received Notes
Record goods received against POs. Inspect quantities and quality. Flag discrepancies. GRN triggers automatic stock increase and accrual posting.
Three-Way Matching
Match purchase orders, goods receipts, and supplier invoices before payment. Discrepancies are flagged for review. Only matched invoices proceed to payment.
Supplier Payments
Generate payment batches. Support cheque, bank transfer, and mobile money. Track payment status. Post to accounts payable and bank accounts automatically.
Cooperative Procurement
Manage outgrower schemes and farmer cooperatives. Register farmers, record commodity intake, process deductions (input loans, levies), and generate farmer statements and payments.
Procurement Reports
Purchase analysis by vendor, category, period. AP aging. Outstanding POs. Supplier performance scorecards. Spend analysis by department or project.
How it connects
Procurement sits upstream of inventory and accounting. Every goods receipt and supplier invoice posts automatically:
- Inventory → stock increases on goods receipt, reorder alerts trigger purchase requests
- Accounting → creditor entries posted on invoice matching, payments posted to AP and bank
- Manufacturing → raw material requirements generate purchase requests
- Projects → project-specific purchases tracked against project budgets
Controls and permissions
Approval Thresholds
Purchase requests and POs route through amount-based approval workflows. Small purchases auto-approve; larger ones require manager or director sign-off.
Three-Way Match Gate
Supplier invoices cannot be paid until matched against both the PO and the goods receipt. Unmatched invoices are held for review. No exceptions without documented approval.
Supplier Master Lock
New supplier registration and bank detail changes require dual approval. Prevents fictitious vendor fraud and payment redirection.
Audit Trail
Every purchase request, PO, GRN, invoice, and payment is logged with user, timestamp, and IP address. INSERT-only log. No procurement transaction can be silently deleted.
See it in action
Screenshots from the live Kraal Code system — coming soon.
See procurement in action
Request a demonstration tailored to your procurement and supply chain needs.
Request a Demonstration →