Procurement on Autopilot — Auto-Orders, Auto-Approvals, Auto-Match

A three-way match compares three documents before approving a supplier invoice for payment: the purchase order (what you agreed to buy and at what price), the goods received note (what you actually received), and the supplier's invoice (what they are claiming payment for). All three must agree on quantities and prices before payment is released. This process prevents payment for unordered goods, overcharging and duplicate invoices — common sources of procurement fraud in businesses without this control.

Yes. BetaSuite supports the request for quotation process — you create an RFQ with the item specifications, send it to multiple pre-qualified vendors and receive their quotes back into the system. The quote comparison matrix shows all vendor quotes side by side with pricing, lead times and payment terms. You select the winning vendor, record the selection rationale and convert the approved quote to a purchase order with one click. The full RFQ process is documented for audit purposes.

You can designate vendors as pre-qualified for specific product categories in BetaSuite. When a purchase order is raised in that category, the system prompts selection from the approved vendor list and requires additional justification if an unapproved vendor is selected. Vendor qualification records store the criteria used for approval — KRA PIN verification, financial standing assessment, quality inspection results and any site visit reports — creating a documented vendor management process.

Yes. BetaSuite tracks committed expenditure — approved purchase orders — against departmental budgets in real time. When a PO is raised, the budget is reduced by the committed amount even before the invoice is received. Finance and department managers can see live budget utilisation at any time. Budget alerts notify the relevant manager when spending approaches or exceeds the budget threshold — enabling proactive cost control rather than after-the-fact overspend discoveries.

BetaSuite tracks delivery quantity against the original PO line by line. When a partial delivery is received, the GRN is posted for the received quantity and the PO remains open for the outstanding balance. You can follow up on the outstanding delivery, issue a reminder to the supplier or cancel the outstanding quantity if the goods are no longer needed. The PO only closes automatically when the full quantity has been received or when you manually close the remaining balance.

Yes. BetaSuite calculates supplier performance metrics from actual procurement data — on-time delivery rate (actual delivery date versus PO delivery date), quality acceptance rate (GRN accepted quantity versus received quantity), pricing accuracy (invoiced price versus PO price), and invoice accuracy (matches versus mismatches). These metrics are summarised in the supplier performance report and used to inform vendor scoring, which in turn guides future sourcing decisions and contract negotiations.