Purchase Order Tracking in Zentroo: From Requisition to Payment

The Full Purchase Journey — Step by Step

Purchase Requisition → Purchase Order → PO Inward (GRN) → Inspection → Supplier Invoice → Debit Note → Payment

1. Purchase Requisition — It Starts Here

Before a single order goes out, a Purchase Requisition (PR) captures exactly what's needed, who needs it, and why. It goes through an approval process to ensure only legitimate requirements move forward. This single step prevents a lot of unplanned spending.

2. Purchase Order — Making It Official

Once the PR is approved, a Purchase Order is raised and sent to the supplier. The PO locks in the quantity, rate, and delivery date — making it a binding, traceable commitment that both sides can refer back to.

3. PO Inward (GRN) — What Actually Arrived?

When goods arrive, the system records exactly what was received against what was ordered. Inventory is updated automatically, and any discrepancy between ordered and received quantities is flagged immediately.

4. Inspection — Quality Before the Shelf

Received materials go through a quality check before they enter stock. The quality team logs accepted and rejected quantities, ensuring that defective items don't silently make their way into production.

5. Supplier Invoice — Match Before You Pay

When the supplier's invoice arrives, Zentroo matches it against the PO and GRN. Any mismatch in quantity or rate is caught here, before payment — not after.

6. Debit Note — Handling Discrepancies

If materials arrived damaged, quantities were short, or pricing was wrong, a Debit Note handles the correction. It creates a formal, traceable record of the adjustment rather than an informal conversation that gets forgotten.

7. Payment — Closing the Loop

Once everything checks out, payment is processed. The system tracks what's pending, what's been paid, and keeps your finance team in control of cash flow.

What You Can Track at Any Point

• Which PRs are still waiting for approval
• Open Purchase Orders and their status
• Materials that have been partially received
• Items awaiting quality inspection
• Invoice mismatches that need resolution
• Payments that are outstanding

Having this level of visibility across the procurement cycle means fewer surprises, fewer disputes, and a cleaner relationship with your vendors. The whole process runs the way it should — structured, accountable, and fast.