Industries · Supply Chain
Supply Chain
Procurement, vendors and the documents that cross between systems, connected from order to payment.
Where it gets stuck
The chain breaks at the handoffs
Each system in a supply chain holds its own part of a purchase correctly. The trouble starts when a reference has to travel from one system to the next.
The chain
References re-keyed between systems
The requisition sits in a procurement tool, the PO in the ERP, the receipt in the warehouse system and the invoice in an inbox. Every handoff is a reference typed again, and one wrong digit leaves an invoice that matches nothing.
Sites
Receipts posted late at the site
A central warehouse, three regional DCs and a dozen project sites all receive goods. When a site posts its GRN days late, the invoice sits unmatched and finance cannot tell a missing receipt from a missing delivery.
Suppliers
A supplier master that drifts
Duplicate vendor codes, old bank details and GSTINs that have since been cancelled. Supplier records are created in a hurry when something is needed urgently, and cleaned up rarely.
Tax
Input credit that depends on the supplier
Input tax credit can be claimed only on invoices the supplier has reported. Checking every purchase invoice against GSTR-2B is a monthly scramble when there are four hundred suppliers.
Terms
Payment terms that slip past
Micro and small suppliers must be paid within the agreed term, and never later than 45 days. Other suppliers offer early-payment discounts. Both are missed when an invoice waits a fortnight for its GRN.
Queries
Suppliers asking where their money is
Procurement takes the call, payables looks it up, and the answer depends on which system gets asked. A supplier who cannot get a straight answer starts sending the invoice again.
Documents and data
What arrives, and what it has to agree with
A purchase leaves a document at every step, and most of them carry a reference to the one before. That reference is what the automation follows.
When the chain holds, one purchase delivered to two sites reads like this, from the requisition to the date it will be paid.
One purchase, two receiving sites. Illustrative example
The supplier's Udyam registration is on the vendor record, so the payment date comes from the MSE term, not from whenever the approval happens to land.
Capabilities
What PTAS AI does with them
The agents keep the chain together as documents arrive, so finance sees where each purchase stands instead of rebuilding it at month end.
Hold one reference chain
01Requisition, PO, receipt and invoice linked by reference as each one arrives, so any document opens the rest of its chain.
Read supplier documents in any format
02POs, dispatch advice, GRNs, invoices and statements read into typed fields with a confidence score per field, from PDF, scan or email.
Match by site and by line
03Each invoice line matched to the PO and to the GRN at the site that received it, with tolerances you set per category.
Check suppliers before the first payment
04GSTIN, PAN, Udyam and bank details checked at source, duplicates caught, and the record checked again when bank details change.
Reconcile input credit to GSTR-2B
05Purchase invoices compared to what each supplier reported, so a missing or mismatched invoice is chased before the return is filed.
Schedule payment by terms
06Matched invoices scheduled by due date, with MSME suppliers and early-payment discounts flagged, and the status written back for the next supplier query.
Across fourteen sites, the useful view is every open order grouped by where its chain has stopped, and who has to act next.
Open purchase orders, 14 sites, one week. Illustrative example
The second row is the accrual close needs: goods received, not yet invoiced, valued at the PO rate. It comes straight off the chain.
Product
Which product carries it
DocPro reads the documents on the chain. FinSuite holds the chain together and pays at the end of it. Supply chain teams usually need both, starting with the invoices that match nothing.
Integrations
Systems that can be connected
A purchase passes through four or five systems before it is paid. Each one keeps its job. What goes away is the re-keying between them.
SAP
ERP
Oracle
ERP
Microsoft Dynamics
ERP
NetSuite
ERP
Tally
Ledger
Procurement tool
Requisitions and POs
Warehouse system
Site receipts
Supplier portal
Invoices and status
GSTR-2B data
Supplier filings
There are four integration methods: native where a system offers one, API, file or flat-file exchange, and custom work for in-house procurement or warehouse systems. SAP and Oracle connect by API or file, as their integration pages describe. For Microsoft Dynamics, NetSuite, Tally, procurement tools, warehouse systems and supplier portals, the method is confirmed in discovery against the version you run. The names here are planning examples, not packaged connectors.
See all integrationsOutcomes
What you can measure, and how
We do not quote improvements before we have seen your chain. We agree the measures before the work starts, and each one can be read off the chain itself.
Invoices waiting on a receipt
- Today
- Invoices sit unmatched while someone finds out whether the site received the goods.
- What changes
- The site is asked the day the invoice arrives, with the PO line in front of it.
- How it is measured
- Count and age of invoices with no GRN, by site, every week.
Payments inside terms
- Today
- The due date is noticed when the invoice is finally approved.
- What changes
- Due dates are tracked from the day the invoice arrives, with MSME suppliers flagged.
- How it is measured
- Invoices paid after their due date, by supplier category, month by month.
Input credit at risk
- Today
- Missing supplier filings are found while the return is being prepared.
- What changes
- Each purchase invoice is checked against GSTR-2B as it is posted.
- How it is measured
- Value of input credit on invoices missing from GSTR-2B, at each filing cycle.
Supplier status queries
- Today
- Every query is a lookup across three systems.
- What changes
- One status on the chain, which procurement and payables both see.
- How it is measured
- Payment queries received each month, and the time taken to answer them.
FAQ
Questions supply chain and procurement teams ask
Our requisitions, POs and receipts live in different systems. Can they still form one chain?
Yes. Most supply chains look like that. Each document is read or pulled from wherever it lives, and the chain is held by reference: requisition number, PO number, GRN number, invoice number. The systems stay where they are. What stops is someone typing a reference from one into another.
What happens when a site posts its GRN late?
The invoice waits as unmatched, not as an error, and the site's storekeeper is asked to confirm the receipt with the PO line in front of them. If the goods arrived, the GRN is posted and the match runs. If they did not, the invoice goes to the buyer. Either way, how long it has waited is visible to everyone.
Do you check supplier GST filings?
Yes, through FinSuite GST Compliance. Purchase invoices are compared to what suppliers reported, as reflected in your GSTR-2B, and the gaps are listed by supplier so procurement can chase them before the credit is claimed. Which invoices to hold or release is your rule, not ours.
Can suppliers see their payment status?
Procurement and payables see the same status on the chain, so a supplier gets one answer whoever they call. If you run a supplier portal, the status can be written back to it by whichever integration method fits, confirmed in discovery. We would not build you a new portal just for this.
Keep reading
Related industries and solutions
Manufacturing
Matching at plant scale: units, part numbers, amendments.
Read more →Logistics
The freight bills for moving goods between sites.
Read more →Procure-to-Pay Automation
The full commitment cycle, requisition to payment.
Read more →Vendor Management Automation
Onboarding and checking the suppliers on the chain.
Read more →Next step
Bring the invoices that match nothing
A list of supplier invoices stuck without a PO or a GRN, and the sites they belong to. That shows where your chain breaks and what it would take to hold it.