The purchase order (PO) is the document that commits your company. Procura treats the PO as a structured contract: it carries the business justification from the requisition, the validated vendor, line items with their analytical coding, the budget envelope committed, the approval threshold triggered, the expected delivery date and the full audit trail. Once goods are received and the invoice clears three-way matching, the SYSCOHADA journal entry is produced automatically by Comptia, no re-keying.
Each line carries description, quantity, unit price, unit of measure, UNSPSC, GL code, cost center, project, department and activity. Net total, VAT and gross are computed and stored to the cent.
Policies by department, amount, category, vendor or cost center. Sequential or parallel steps. Delegation and notifications via email and in-app. Full audit history preserved.
The engine matches PO, goods receipt and invoice on line items, quantities, prices and VAT. Tolerance configurable by threshold. Variances are surfaced to the AP team with their magnitude and likely cause.
An approved PO immediately commits the cost center's or project's budget envelope. When the invoice is posted, the commitment converts to actual spend. Real-time visibility on committed, actual, and available.
Every state change (creation, approval, modification, cancellation, receipt, invoicing, payment) is logged with actor, timestamp and diff. Exportable for external auditors.
On payment, Procura posts the SYSCOHADA journal entry via Comptia: vendor account (401), expense account tied to the purchase category, deductible VAT (4452). No re-keying, no missed entries.
Yes. You define a per-department policy: for example, POs ≤ 500,000 XOF approved by the team lead, 500,000 to 2,000,000 by the department head, above that by the CFO + CEO. Each tier is configurable, sequential or parallel.
The 3WM engine applies your tolerances (percentage and absolute). If the variance exceeds them, matching pauses and an exception workflow is triggered: the AP user reviews the variance, decides to accept, request a credit note, or reject the invoice. All actions are logged.
Yes. Each PO carries the final approver's electronic signature (name, role, timestamp). The exported PDF includes the signature and a verifiable unique identifier.
Yes. The contracts module supports defining an annual amount or volume, and each PO drawn from the contract decrements the envelope automatically. Auto-approval is possible below the configured threshold.
Yes. Procura exposes a REST API for POs, vendors, invoices, payments and journal entries. You can also export in standard formats (CSV, XML, JSON) if your ERP needs batch imports.
Yes. The full interface and PDF exports are available in French and English. Each user picks their language. Approval policies, category names and SYSCOHADA accounts can be configured bilingual.