01
Requisition
Site raises an indent against a project and budget head.
Purchase & inventory
Every rupee you spend, controlled before it leaves
Requisition, RFQ, quotation comparison, purchase order, goods receipt, issue, return and invoice — one chain, one audit trail, and a three-way match standing between an invoice and a payment.
Budget utilised72%₹21,400K of ₹29,700K
Open work orders364 delayed
Material at site₹610Kreconciled
Project timeline — stage completion
Mobilisation
Foundation
Structure
MEP & finishes
Handover
Procurement pipeline
Approvals waiting on you
Purchase orders
Cost sheets
Discounts
8Stages from indent to payment
3Ways to raise a purchase order
3Warehouse types: physical, virtual, transit
11+Document series you can format
Procure to pay
Eight stages, none of them optional
Each stage writes to the same record, so the invoice your accounts team approves can be traced back to the indent a site engineer raised weeks earlier.
02
RFQ
Shortlisted vendors receive the item list and closing date.
03
Quotations
Vendor quotes imported with rates, tax and validity.
04
Comparison
Quotes ranked side by side; award reason recorded.
05
Purchase order
PO raised direct, from RFQ or from requisition.
06
GRN
Goods received, inspected and accepted at the store.
07
Invoice
Vendor invoice verified against PO and GRN.
08
Payment
Released with budget and cash-flow visibility.
Capabilities
Twelve modules that make up purchasing and stores
Material requisitions
Sites and departments raise indents against a project and budget head. Approval routing, consolidation and quantity caps happen before anything reaches a vendor.
Request for quotation
Issue an RFQ to a shortlist of vendors with item lists and closing dates. Track states of draft, sent, quotations received, closed and cancelled.
Vendor quotations
Import quotations against an RFQ with quotation number, date, validity and line-level rates. Each one moves through received, under review, approved or rejected.
Quotation comparison
Put every quote for an RFQ side by side on rate, tax, delivery and terms, with past vendor performance in view, and record the reason for the award.
Purchase orders
Raise a PO three ways — direct, from an RFQ, or from an approved requisition — with full or partial type, delivery address, terms and conditions.
PO lifecycle states
Draft, pending, approved, partially received, fully received, cancelled and closed. Every transition is stamped with who did it and when.
Goods receipt notes
Receive against a PO with inspection and acceptance. GRNs move through draft, confirmed and accepted, and short or rejected quantities stay visible.
Material issues
Issue stock from a warehouse against a requisition, with issue slips, quantities and the project or activity it was consumed by.
Material returns
Return unused or rejected material to store or vendor, in draft, confirmed and completed states, so stock and liability both correct themselves.
Vendor management
Central vendor master with status of active, blocked or blacklisted, contract and compliance documents, rate history and performance record.
Warehouses & stores
Physical, virtual and transit warehouses with an incharge per location, active status, and stock visibility across every site.
Vendor invoices
Invoices flow through draft, submitted, verified, approved, paid, disputed and cancelled — released only on a three-way match with the PO and GRN.
Workflow states
Nothing sits in an undefined status
Every document has an explicit lifecycle, visible to the person waiting on it.
| Document | States it moves through |
|---|---|
| Request for quotation | Draft → Sent → Quotations received → Closed / Cancelled |
| Vendor quotation | Received → Under review → Approved / Rejected |
| Purchase order | Draft → Pending → Approved → Partially received → Fully received → Closed / Cancelled |
| Goods receipt note | Draft → Confirmed → Accepted |
| Material return | Draft → Confirmed → Completed |
| Vendor invoice | Draft → Submitted → Verified → Approved → Paid / Disputed / Cancelled |
| Vendor record | Active → Blocked → Blacklisted (history retained) |
Masters & controls
Set it up once, and every document behaves
Resource master
Materials, machinery and manpower with codes, units and base rates — the pricing spine for estimates and activities.
Activity library
Civil, MEP, finishing and external works categories with sample dimensions and resource recipes for materials, machinery and manpower.
Product catalogue
Inventory items with categories, units and brands, so a purchase order and a stock issue speak about the same thing.
Branches
Multi-branch operation with country, currency, address and head-office flag — each with its own numbering and approvals.
Number formats
Auto-generated document numbers for PO, MR, MI, GRN, invoice, RFQ, quotation, return, BOQ, estimate and enquiry.
Notification rules
Event-driven alerts to email, SMS or WhatsApp when a PO needs approval, a GRN is short, or an invoice is disputed.
Inside the platform
Raising a purchase order
Pick the source, and the rest is pre-filled. A direct PO for free-form buying, an RFQ-backed PO with quantities capped per line, or a PO built straight from an approved requisition.
Procurement
- Vendors
- RFQ
- Quotations
- Compare
- Purchase orders
- GRN
- Material issues
- Invoices
- Switch workspace
New purchase order
Capture vendor, items and totals to create a draft PO DirectFree-form PO — pick any vendor and products manually
From RFQPull items and vendor list from a sent RFQ, quantity capped per item
From requisitionPull items from an approved material requisition
Project *Skyline Heights — Tower B
Vendor *Metro Steel & Alloys
PO typePartial
PO date31 Aug 2026
Expected delivery14 Sep 2026
Delivery addressSite store — Gate 2
Line items
| Item | Unit | Qty | Rate | Amount |
|---|---|---|---|---|
| TMT bar Fe 550D — 16 mm | MT | 48 | ₹6,140 | ₹295K |
| TMT bar Fe 550D — 12 mm | MT | 32 | ₹6,210 | ₹199K |
| Binding wire | KG | 900 | ₹82 | ₹74K |
Sub-total ₹568K · GST 18% ₹102K
Grand total ₹670K
Tax, sub-total and grand total compute live, and the budget head is checked before the PO can leave draft.
Inside the platform
The procurement dashboard
Active projects, approvals waiting on you, purchase order value against budget and the outstanding invoice position — the first screen a purchase manager opens each morning.
Head Office
- Dashboard
- Masters
- Projects
- Inventory
- Procurement
- Payments
- Analytics
- Switch workspace
Procurement dashboard
Projects, purchase orders, receipts and cash position in one view Active projects123 in launch phase
Pending approvals074 POs · 3 invoices
Completed POs148this month
Total PO value₹6,240Kagainst ₹7,100K budget
Recent purchase orders
| PO No. | Vendor | Status | Value |
|---|---|---|---|
| PO-2026-0418 | Sree Cement Traders | Approved | ₹426K |
| PO-2026-0417 | Metro Steel & Alloys | Pending | ₹1,240K |
| PO-2026-0416 | Vertex Electricals | Partially received | ₹189K |
| PO-2026-0415 | Sunrise Tiles Pvt Ltd | Fully received | ₹94K |
Procurement overview
| Active vendors | 184 |
| Open requisitions | 26 |
| Pending GRNs | 11 |
| Total project budget | ₹29,700K |
| Outstanding invoices | ₹481K |
Every tile drills through to the purchase orders, GRNs and invoices behind the number.
FAQ
Purchase and inventory questions, answered
What procurement, stores and finance teams ask before switching.
A vendor invoice is checked against the purchase order and the goods receipt note before it can be approved for payment. Quantity and rate differences are surfaced as exceptions with the documents side by side, so a short delivery or a changed rate cannot quietly become a payment.
Yes. A PO can be raised directly for free-form purchases, pulled from a sent RFQ so items and vendor come pre-filled with quantities capped per line, or generated from an approved material requisition. Which routes are permitted is a policy you configure.
Each site has one or more warehouses, typed as physical, virtual or transit, with an incharge and active status. Receipts, issues, returns and transfers all post against a specific warehouse, so stock at any location and material consumed by any activity are both auditable.
Yes. Vendors carry a status of active, blocked or blacklisted. Blocked and blacklisted vendors keep their full transaction history for audit but cannot be selected on new RFQs or purchase orders.
Yes. Number formats are configurable per document type — purchase order, requisition, material issue, GRN, invoice, RFQ, quotation, return, BOQ, estimate and CRM enquiry — including prefixes, branch codes, financial year and running series.
Yes. Requisitions and purchase orders consume the sanctioned budget for the relevant cost head at the point they are raised, not when the invoice arrives, so cost-to-complete reflects commitments.
See your own purchase cycle in Teczen
Bring a live requisition and a vendor quote. We will run them through RFQ, comparison, PO, GRN and invoice matching in the demo itself.
- Live procure-to-pay walkthrough
- Approval matrix design
- Stock and warehouse setup