Requests 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 request lifecycle at Payhawk, including stages, available actions, roles, and responsibilities, see the overview of requests for accountants.
Configuring the request settings
You can configure various settings for the requests and purchase orders (if enabled for your company) in Payhawk.
Request types
Request types are defined in Settings > Requests > Types. You can configure specific request types that employees can use when submitting requests, for example, Software. Each request type includes a set of default fields, and you can also define custom fields to collect specific information relevant to that type. Additionally, you can associate existing custom fields to further tailor the request based on your company’s needs.
Purchase orders
Purchase orders, if enabled for your Payhawk company account, are defined in Settings > Requests > Purchase orders. You can configure purchase order details such as employee submission rights, purchase request numbering, company logo, and central invoicing email.
Receipt note
Receipt notes are defined in Settings > Requests > Receipt note. You can configure the expense categories for your requests or purchase orders that will require a receipt note, which will, therefore, trigger a three-way matching for these categories.
Discrepancy rules
Discrepancy rules are defined in Settings > Requests > Rules. You can configure rules that will apply when there's a discrepancy in the requested and received quantities, for example, and in which cases requests can be closed automatically.
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.