To create a purchase in Payhawk, you need to fill in information about the desired items, add any required purchase details by your Payhawk administrators, and submit the purchase.
The minimum information you need to provide when creating a purchase in Payhawk is the following:
Description of the requested goods or services.
Number of units you request to purchase.
Currency of the purchase.
Net amount per unit for the requested goods or total net price for the requested services.
If a review is required, the purchase will transition to the Review tab, where it will await review by the Procurement team. If no review is needed, it will proceed directly to the Approve tab, pending approval from the designated approvers based on your company's predefined workflows.
Specifics
You can add discounts, trade-ins, returns, and similar by including items with negative unit prices to your purchase.
You don't need to include a supplier for your purchase for it to be reviewed or approved. However, for Payhawk to link your purchase to the related expenses based on the uploaded invoices, it will need you to add the supplier data.
Creating purchases
To create a purchase from the Payhawk web portal:
Go to Purchases. Click on the + New button.
In the dialog that opens:
In the Note field, describe the purpose of the purchase.
(Optional) In the Supplier field, enter the supplier name for the items you are requesting.
A supplier will be needed for Payhawk to link the purchase and related expenses. Also, the supplier name will be used as the name of the purchase.
(Optional) In the Recurrence field, from the drop-down menu, choose whether the purchase will recur over a specific period of time or not, and fill in the duration.
(Optional) In the Attach a document field, upload a document for your purchase, for example, the supplier quote.
Click on Continue.
Adding purchase items and details
After you have created your purchase, go to the Submit tab and select it to fill in the purchase details such as information for the desired items and any mandatory purchase fields.
Based on the purchase field settings configured by your company's Payhawk administrators, Payhawk's OCR will automatically attempt to extract purchase data from a document that may have been attached. This document could be a price quote from your supplier, a screenshot of a shopping cart, and so on. Payhawk will analyze the line items and populate details such as quantities and unit prices.
The purchase item fields will be automatically populated based on the active field suggestion strategy, if enabled.
Successfully extracted data will be marked with a star.
To add the information about the desired items and the required mandatory details, if any:
Go to the Purchases > Submit tab and select the purchase.
Under Items, review the automatically extracted purchase data.
Add any missing information as needed, such as the items' descriptions. Quantities and unit prices are optional for you to provide.
Click on Submit.