# Purchase Flow Process (Procure-to-Pay)

## Introduction to Flow and Related Departments

#### This flow covers the entire process of goods/services procurement, from the request by the user department to payment to the vendor. The main departments are Procurement, Warehouse, and Finance.

## Process Flow Visual

![ERP Kokola (10).png](https://manual.kokola.co/uploads/images/gallery/2025-07/erp-kokola-10.png)

## Process Steps in the ERP System

1. #### **Create a Purchase Request (PR)**
    
    #### - PIC (Person in Charge): All User Departments.  
    
    
    #### - When to Perform: When a department needs goods or services, they create a PR in the system via **the Purchase Request menu**. This document will go through approval before being forwarded to the Procurement department.
    
    #### - Modul Terkait: Pembelian.  
    ![Screenshot 2025-07-22 090022.png](https://manual.kokola.co/uploads/images/gallery/2025-07/screenshot-2025-07-22-090022.png)
2. #### **Creating a Purchase Order (PO)**
    
    #### - PIC: Procurement.
    
    #### - When It Is Done: After the PR is approved, the Procurement team selects a vendor and creates the PO through **the Purchase Order menu**. This PO is the official document sent to the vendor as an order.
    
    
    #### - Related Module: Purchasing.  
    ![Screenshot 2025-07-22 090022.png](https://manual.kokola.co/uploads/images/gallery/2025-07/screenshot-2025-07-22-090022.png)
3. #### **Goods Receipt at Warehouse**
    
    #### - PIC: Warehouse.
    
    #### - When It Is Done: When the vendor delivers goods, the Warehouse team creates a Goods Receipt document through **the Goods Receipt menu**, referring to the PO number. Once this document is saved, the system inventory stock increases.
    
    #### - Related Module: Inventory.  
    ![Screenshot 2025-07-22 085140.png](https://manual.kokola.co/uploads/images/gallery/2025-07/screenshot-2025-07-22-085140.png)
4. #### Invoice Verification & Vendor Payment
    
    #### - PIC: Finance, Procurement.
    
    #### - When It Is Done: The Finance/Procurement team receives invoices from vendors and records them in **the Purchase Invoice menu**. After verification, the liability is recorded and payment is scheduled through the Accounts Payable module > Vendor Payment.
    
    #### - Related Modules: Purchasing, Accounts Payable.  
    ![ERP Kokola (12).png](https://manual.kokola.co/uploads/images/gallery/2025-07/erp-kokola-12.png)