Audience: Requesters, procurement teams, approvers, and finance teams
Spendive's procurement module follows a chain from intention to payment. Each stage has its own page, and each produces a record the next stage draws on.
The chain
Approval in Principle (AIP) — pre-approve a spending budget so buying can move quickly later. Optional, but it is what makes budget-controlled purchase requests possible.
Purchase Request (PR) — someone asks to buy something. Sourced either From Approved AIP or as a Direct Purchase.
Request for Quotation (RFQ) — invite vendors to quote, then compare offers.
Purchase Order (PO) — the formal order placed with the chosen vendor.
Goods Received Note (GRN) — record what actually arrived and match it against the PO.
Bill — the vendor's invoice, recorded against the order.
Bill Payment — money leaves the business, handled under Accounting.
Debit Note — issued when you need to claim value back from a vendor, for example for short or damaged delivery.
Why the stages are separate
Each stage exists so a different control can be applied. AIP controls budget before commitment. RFQ controls price through competition. GRN controls that you only pay for what arrived. Skipping a stage does not just lose paperwork, it removes the control that stage provided.
Reference numbers
Every record carries a reference containing your organisation code: AIP, RFQ-, PO-, GRN and debit note references, plus JRN- for the accounting journal each transaction eventually produces. Quote the reference when raising a support ticket.
Need help? If the page, field, or approval action is missing, confirm the active organisation and ask an administrator to check your role and permissions. Quote the record reference when contacting support.
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