Every purchase order. Every supplier. Every step - on the record.
From requisition to receipt, the procurement loop tracks every state transition, flags every exception, and closes every PO with a full audit trail. No spreadsheet handoffs. No lost emails.
LMB-PO-2026-0015
Supplier: Lumebonde Manufacturing Co
Line items: 3
Total value: $11,480
APPROVEDFull audit
Every PO state transition logged with actor, timestamp, and reason
6 PO states
DRAFT → SUBMITTED → APPROVED → RECEIVED → CLOSED - with exception handling
Auto-triggered
Replenishment loop spawns procurement loops at threshold breach
The full PO lifecycle - no gaps
Every purchase order moves through a defined state machine. Approvals, partial receipts, invoice reconciliation, and disputes are explicit states that remain visible until closure. Operations and finance teams track the same PO timeline end to end.
- - Draft, submit, approve, receive, close in a single workflow
- - Partial receipt with outstanding quantity tracking
- - Disputed POs trigger exception handling - not silent failure
- - Every state change is an immutable audit event
| PO Number | Supplier | Line Items | Total | Status | Expected Delivery |
|---|---|---|---|---|---|
| LMB-PO-2026-0012 | Lumebonde Manufacturing Co | 4 | $14,200 | RECEIVED | Mar 12, 2026 |
| LMB-PO-2026-0015 | Lumebonde Manufacturing Co | 3 | $11,480 | APPROVED | Mar 18, 2026 |
| LMB-PO-2026-0008 | BD Global Supply | 2 | $6,920 | DISPUTED | Mar 09, 2026 |
| LMB-PO-2026-0003 | SunShield Labs | 5 | $19,050 | CLOSED | Mar 01, 2026 |
Lumebonde Manufacturing Co
Lead Time
7 days
Payment Terms
Net 30
MOQ
500 units
Currency
USD
Contact
ops@lumebonde-mfg.co
Supplier management built into the loop
Supplier configuration includes lead times, pack sizes, and ordering constraints that procurement loops use at runtime. Buyers do not re-enter supplier terms on every PO. The preferred supplier path is applied automatically when replenishment opens a new procurement loop.
- - Supplier profile with lead time, MOQ, and payment terms
- - Catalog ID mapping for automatic line item population
- - Preferred supplier flag drives auto-selection in replenishment
- - Supplier performance tracked via closed-loop receipt data
Receipt and invoice matching - not a manual reconciliation
Goods receipts update stock in real time while matching logic compares ordered, received, and invoiced values. Any mismatch routes to an explicit DISPUTED state so finance and operations can resolve before close. Matched records move straight to loop completion.
- - GRN recorded against PO line items
- - Three-way match: PO quantity × received quantity × invoice quantity
- - Mismatch triggers DISPUTED state and exception workflow
- - Matched receipts close the loop and release payment approval
PO (LMB-PO-2026-0015)
Qty: 2,000
Unit price: $7.10
Receipt (GRN-0042)
Qty: 2,000
Unit price: $7.10
Invoice (INV-2026-089)
Qty: 2,000
Unit price: $7.10
Built for operators
Procurement in Better Data is a loop, not a form. Every PO is a state machine instance - it can only move through defined transitions, and each transition is a traceable event. Your finance and ops teams read from the same record in real time.
API and integration
- REST API - PO CRUD, receipt recording, supplier management endpoints
- Loop events - scm.procurement emits events consumable by inventory, finance, and external webhooks
- Replenishment integration - replenishment loop spawns procurement loops at threshold breach
Related modules
Close every PO with a full audit trail
Book a 30-minute demo. We will walk through your procurement workflow.
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