Requisitions and approval
Purchase requisitions, approval strategies with amount thresholds, product templates and forecast-based replenishment suggestions.
Purchasing & Sourcing
Zenoheld PurchasingPurchasing software
From requisition to invoice, every purchase approved and traceable.
Purchase requisitions, quotations and tenders, orders, goods receipt and invoice verification move in one flow. The supplier scorecard, contracts and spend analysis draw on the same data.
- 8 sub-modules
- 24 modules at the same price
Industry packages: Zenoheld Build · Zenoheld Fashion · Zenoheld Hotel · Zenoheld Restaurant · Zenoheld Retail
Industries: Machinery, metal and automotive suppliers · Textiles and apparel · Chemicals, plastics and cosmetics · Food and beverage · Retail and store chains · Wholesale and distribution · Hotels, restaurants and cafés
Roles: Accountant · Purchasing specialist · Production planner · Quality specialist · Warehouse manager and warehouse worker
What is it, and why do you need it?
What is Zenoheld Purchasing for?
Orders placed by phone, purchases without approval, price differences that show up on the invoice: leaks in purchasing look small but add up to a large sum by year end. In a process that runs on paper or email, nobody can find who approved what.
Zenoheld Purchasing starts every purchase from a requisition; the approval route is set up automatically based on amount thresholds. Order, goods receipt and invoice are matched; price or quantity differences are caught before payment. Supplier performance is updated with every delivery.
Scope: Runs the procurement process from requisition to order, goods receipt and invoice matching.
Highlights
What can you do with Zenoheld Purchasing?
Quotations and tenders
Requests for quotation and comparison, tender awards and reverse auctions; with source determination, which material is bought from whom follows rules.
Orders and contracts
Purchase orders, framework agreements, scheduling agreements, service masters, subscription contracts and subcontracting.
Goods receipt and invoice matching
Batch, expiry date and serial number at goods receipt; order, goods receipt and invoice are matched and GR/IR differences are tracked.
Supplier management
Supplier onboarding, certificates, risk assessment, the supplier portal and a supplier scorecard fed by quality scores.
Spend analysis
Spend and savings tracking, maverick buying control, commodity-indexed price formulas and early payment discounts.
Sub-modules
Zenoheld Purchasing: 8 sub-modules
This list is generated from the product itself; it grows as new functions are added to a sub-module. Master data and settings are the shared ground of every module and are not counted as sub-modules.
Requisition & Approval
- Product TemplatesManages reusable product templates; in request/transfer/count forms, fills in the line items, the par suggestion, and the default account assignment with one click.
- Purchase RequisitionCreates purchase requisitions for goods and services needed by departments and submits them for approval.
- Forecast-Based Replenishment ProposalsGenerates replenishment suggestions from POS consumption and net position for forecast-planned materials (MRP type VV); the approved suggestion is bridged to a purchase requisition or a stock transfer order. Reorder-point materials (VB/V1/V2) fall under Production ▸ MRP Run.
- Automatic Requisition RulesManages min/max stock rules; the rules generate replenishment suggestions and you create the requisition from a suggestion. Budget limits are in Cost Center Plan.
- Approvals & StrategyShows requisitions and orders awaiting your approval; keeps approval steps and defines them by category.
- Purchasing GuideType what you want to buy; the system checks the catalog, contracts and defined suppliers, recommends the right purchasing path and directs you to the relevant screen.
Sourcing & Tendering
- SourcingManages the approved supplier source list per material and the quota allocation among suppliers; the recommendation engine section warns about source-quota conflicts and suggests a supplier.
- PricingDefines supplier price conditions, discount and additional cost rules.
- Bulk Price UpdateUpdates many material or supplier prices in bulk in a single operation.
- Request for QuotationRequests price quotations from suppliers and compares the quotations received.
- Tender AwardCalculates split award scenarios from RFQ quotations (lowest per line item / single source / limited suppliers); compares costs and converts the selected scenario into a separate purchase order for each supplier.
- Reverse Auction (e-Auction)Runs a downward reverse auction: invited suppliers' bids are entered by the buyer, the lowest bid wins and is converted into an order. (A portal bid entered by the supplier itself does NOT EXIST YET.)
Contracts & Services
- Purchasing ContractsManages quantity- or value-based framework contracts with suppliers; expiry and limit warnings are a tab of the same screen.
- Scheduling AgreementPlans periodic delivery schedules under a framework contract.
- Vendor Subscription ContractsManages recurring service subscriptions paid to a supplier, such as electricity, water and internet, by period, amount and payment source; the billing cycle and reports are tabs of the same screen.
- Agricultural ContractsSeasonal purchase contracts with producers (farmer · grower · cooperative): product, quantity, base price and quality parameters; deliveries are priced by quality measurement, accepted lots go into stock and those below the minimum are rejected.
- Service MasterDefines purchased services in the standard service catalog.
- Service EntryRecords the actual acceptance of the service provided by the supplier.
- Move-In / Move-OutHandles opening, closing and transfer of branch and property subscriptions.
- SEPA MandateManages SEPA mandates for automatic payment.
- Budget BillingManages equal-installment plans for subscription payments and reconciles them at period end.
Orders
- Purchase OrderCreates and sends a formal purchase order to the supplier. An order confirmation or a proforma PDF/photo can be read with artificial intelligence and transferred to the form (+ New › Fill from Document).
- PunchOut CatalogueRedirects to the supplier's own store (cXML/OCI); converts the returned cart into a purchase requisition. The catalog stays with the supplier — price/stock are always current, no sync worries.
- Open-to-Buy BudgetOpen-to-buy budget per period × product group × plant: planned sales (or consumption if you wish), markdowns and shrinkage, opening and closing stock are entered; open-to-buy = planned sales + markdowns + closing stock − opening stock. Goods received and open orders are deducted live; an order exceeding the approved plan triggers a warning or is blocked at approval. Lines can be proposed from past issues.
- SubcontractingGives raw material to a subcontractor and tracks the order for the processed product.
- Bulk PO MaintenanceUpdates price, date or quantity in bulk across many orders.
- SRM Catalogue PurchaseSelects products from a pre-agreed catalog and converts the cart into a purchase requisition; price and supplier are fixed in the catalog, no negotiation required. The requisition enters the normal approval flow.
- Catalogue Item ManagementDefines products in the supplier catalog, manages their price and validity, and publishes them in the catalog.
Goods Receipt
- Consignment StockTracks consignment stock owned by the supplier and creates the payable as it is consumed.
- Stock Transfer OrderCreates and ships stock transfer orders between plants. Bulk Branch Replenishment, which plans replenishment from the central warehouse to multiple branches in a single run, allocates the suggestion among branches when material is scarce, and converts the approved plan into a stock transfer order, is a section of the same screen.
- Goods MovementRecords and lists goods receipt, goods issue and transfer movements. A delivery note PDF/photo can be read with AI and transferred to the goods receipt form (+ New › Fill from Document).
- Serial Number TrackingAutomatically tracks the location and status of serial-number-tracked materials based on goods movements.
- Current StockShows the CURRENT stock of a material broken down by plant, storage location, batch and stock type; its source is the FIFO layers. For a balance as of a cut-off date, use the Stock Balance as of Date screen.
- Batch MasterDisplays and updates the master data of existing batches.
Invoice Matching
- Goods Receipt / Invoice ReconciliationReports open GR/IR differences between goods receipt and invoice; shows aging buckets by supplier (0-30 · 31-60 · 61-90 · 91+ days) and offsetting documents on the same screen.
- Down PaymentSingle ledger for supplier and customer advances: request, payment (accounting + bank transaction), offsetting against an invoice or unlinked, and reversal.
- Vendor Invoice DeclarationReviews invoice submissions that the supplier creates in the portal from its order; flags rows that deviate from the order and links the approved one to the invoice record.
- Invoice VerificationMatches the supplier invoice against the order and goods receipt and verifies it; tracks invoices that end up blocked.
Vendor Performance
- Vendor Scorecard 360The supplier's periodic scorecard — delivery, price and service are measured from the supplier evaluation, quality from the supplier quality score; it feeds the letter grade, tier and block decision. The evaluation run history is on the second tab, and the evaluation criteria and weights (settings) on the third.
- Vendor Quality Score (QM)Scores suppliers by quality performance.
- Forecast SharingShares production's demand forecast with the supplier; the supplier gives a capacity commitment period by period. Periods in which capacity will fall short become visible months in advance.
Spend Analysis
- Procurement CarbonShows the carbon equivalent of purchasing spend by category and supplier (Scope 3, spend-based). Categories with no defined factor are not counted as zero; they are reported separately.
- Commodity IndicesHolds the value series of raw material and cost indicators such as sugar, flour, vegetable oil and packaging; feeds index-linked price formulas.
- Index-Linked Price FormulaLinks a material's price to commodity indices with weights; calculates the price it should be and shows the deviation from the current price.
- Commodity Price RiskTracks price risk on raw materials such as sugar, cocoa and milk: compares forecast consumption per index with fixed-price coverage (open orders, contract purchases, hedges); holds hedge contracts and the mark-to-market difference.
- Contract ComplianceCompares orders with the contract, info record and source list; tracks off-contract purchase and price overrun findings until they are closed with a justification.
- Savings TrackingTracks cost improvements from idea to realization; shows targeted, contracted and invoice-verified savings separately.
- Spend AnalysisBreaks purchasing spend down into hierarchical categories; classifies automatically with deterministic rules and shows category-based distribution and consolidation opportunities.
- Dynamic Early Payment DiscountCalculates the early payment discount on a sliding scale based on the payment day (buyer's target APR); creates an offer on the purchase invoice, which the supplier accepts/rejects. Continuous yield instead of a static '2%/10 days'.
Supplier Master Data master data and settings
- VendorsManages supplier records, contacts and purchasing terms.
- Info RecordKeeps price and delivery terms for the material-supplier pair in an info record.
- SUS Vendor PortalManages the self-service access through which suppliers see their orders and quotations on their own portal.
- Vendor GroupGroups suppliers hierarchically by segment and category.
- Vendor Sub-RangeSeparates a supplier's different product lines as sub-ranges.
- Vendor CertificatesTracks suppliers' documents such as HACCP/ISO/Halal and their validity periods.
- Vendor DiscountsDefines supplier discount rules based on threshold amounts and periods and tracks the accrual.
- Vendor OnboardingManages new suppliers' paperwork and acceptance steps through a checklist, based on completion percentage.
- Vendor RiskMonitors supply disruption risks such as single-source dependency, spend concentration and document expiry; risks are closed with a justification.
On the same data
Zenoheld Purchasing works together with these
Modules are separate screens, but the data is one: a record entered in one module is never re-entered in another.
Zenoheld Inventory
Every product's location, batch and movement at your fingertips.
Zenoheld Accounting
In the journal the moment the invoice is issued; no waiting for month end.
Quality
From inspection to corrective action, quality on record.
Zenoheld Treasury
See your cash today, and next week from today.
Zenoheld Manufacturing
From order to batch, planned and produced side by side.
Frequently asked
About Zenoheld Purchasing
Can we set up approval routes ourselves?
Yes. You set who an approval goes to by document type and amount band on the Approval Configuration screen; no code is written.
Can our suppliers sign in to the system?
In the supplier portal they see their orders and submit quotations and invoice declarations; portal sign-ins don't count towards the fee.
Are supplier documents (ISO, industry certificates) tracked?
Supplier certificates are tracked with their validity periods; the supplier document approval queue in the Quality app flags expired documents.
Close next month end without a reconciliation marathon.
Try it free for 15 days; no credit card needed. We reply to your questions within one business day.