Acquisitions
The purchasing team controls the full procure-to-pay cycle — from identifying a supply need to paying the vendor invoice. Their work ensures the company buys at the right price, from the right vendor, with every document properly matched before payment is released.
Key responsibilities:
- Create and send RFQs; compare supplier quotations; negotiate prices and terms
- Issue purchase orders linked to approved requests; maintain the vendor catalogue
- Receive goods and record GRNs (three-way match: PO + receipt + vendor invoice)
- Validate vendor invoices, create debit notes for discrepancies, approve payments
- Monitor vendor performance and enforce procurement policy
Primary modules: Vendors · Purchase Requests · RFQs · Purchase Orders · Goods Receipt · Vendor Invoices · Debit Notes · Purchase Contracts · Vendor Portal
| Role | Primary responsibility | Level |
|---|---|---|
| Procurement Officer | Processes approved requests, creates RFQs and POs, records receipts | Operational |
| Buyer — Procurement Specialist | Competitive sourcing, quote comparison, negotiation, framework contracts | Senior operational |
| AP Accountant — Accounts Payable | Supplier invoice validation (3-way match), debit notes, payments | Operational |
| Acquisitions Manager | Procurement policy, KPIs, supplier performance, approvals | Management |
Approved request → [Officer] creates RFQ → suppliers respond in Portal
→ [Buyer] compares & selects → PO issued → supplier delivers
→ [AP Accountant] validates invoice (PO + receipt + invoice) → payment approval
→ [Acquisitions Manager] oversees all, approves large values, configures policy