Purchase orders are crucial for ensuring a transparent and organized procurement process, allowing companies to track and control spending effectively. They provide a clear record of requested goods or services, streamlining communication between buyers and suppliers.
For detailed information about the purchase lifecycle at Payhawk including stages, available actions, roles, and responsibilities, see the overview of purchases for accountants.
Configuring settings for purchases
From the Settings app, Payhawk administrators can configure various options for purchases within the company.
Defining general purchase settings
The Purchases > General settings enable you to define:
Employee purchase submission rights.
Purchase numbering, company logo, and central invoicing email.
Additional invoicing information.
For more information, see how to configure general settings for purchases.
Requiring receipt notes for specific expense categories
The Purchases > Receipt note settings enable you to define the expense categories that will require a receipt note, which will, therefore, trigger a three-way matching for these categories.
For more information:
Defining auto-close rules and discrepancy thresholds
The Purchases > Rules settings enable you to define:
Rules based on which purchases can be automatically closed if meeting default conditions.
Discrepancy thresholds for amounts and quantities which, if exceeded, will trigger your pre-defined approval workflows for expense types related to purchases.
Simulation for testing your discrepancy rules configuration in a real-world scenario by clicking on the Give it a try option.
For more information:
Two- and three-way matching
When the supplier invoice and receipt note (if applicable) are received, the Payhawk system cross-checks the documents for any discrepancies.