Purchase Order to Payment Process

Start of the Workflow/Process.

Retrieve the approved purchase requisition entry from the Requisition data model to initiate the process.

Retrieve vendor information and payment terms from the Vendor data model based on the requisition.

Generate a new entry in the Purchase Order data model using data from the requisition and vendor.

Assign a task to the Purchasing Manager to review and approve the newly created Purchase Order.

Update the status field of the Purchase Order entry to 'Approved' once the manager completes the task.

Create a Goods Receipt entry once the items are marked as delivered.

Sum the line item totals from the Purchase Order entries to verify the total amount for payment.

Assign a task to the Warehouse Clerk to verify that the physical goods received match the Purchase Order.

Create an Invoice entry in the Accounts Payable data model linked to the verified PO.

Calculate the final payable amount by applying tax rates to the subtotal of the invoice.

Assign a task to the Finance Department to review the invoice against the Goods Receipt and PO.

Update the Invoice entry status to 'Ready for Payment' after finance approval.

Update the Purchase Order status to 'Closed' once the invoice is processed for payment.

Create a Payment transaction entry in the Finance data model.

Send an email to the vendor's contact address confirming that the payment has been processed.

Delete any old, unlinked draft requisition entries that were part of the process overflow.

End of the Workflow/Process.