01
Raise PR
Department submits requirement and estimated cost.
Purchase Order System
Control every purchase before money leaves the business.
Replace informal WhatsApp approvals with purchase requests, approval chains, formally issued POs, goods receipt records and three-way matching before payment approval.
Purchase RequestsRaise requests with item, quantity, estimated cost, required date, department and justification.
Live
Multi-Level ApprovalsConfigure approval chains by amount, department, category or cost centre.
Live
Purchase Order CreationIssue formal POs with vendor, GSTIN, HSN, quantity, rate, tax and terms.
Live
Vendor ManagementMaintain vendor master, GST details, contacts, categories, payment terms and performance notes.
Live
Goods Receipt NotesRecord actual quantity received, accepted, rejected and damaged at delivery.
Live
I.Product system / Core capabilities001 / 008
Core Capabilities
Procurement structure without ERP complexity.
Built for SMBs that need documented approvals, vendor clarity, GST-ready purchase records and live spend visibility.
PR
Purchase Requests
Raise requests with item, quantity, estimated cost, required date, department and justification.
APP
Multi-Level Approvals
Configure approval chains by amount, department, category or cost centre.
PO
Purchase Order Creation
Issue formal POs with vendor, GSTIN, HSN, quantity, rate, tax and terms.
VENDOR
Vendor Management
Maintain vendor master, GST details, contacts, categories, payment terms and performance notes.
GRN
Goods Receipt Notes
Record actual quantity received, accepted, rejected and damaged at delivery.
MATCH
Three-Way Matching
Compare PO, GRN and vendor invoice before payment moves forward.
GST
GST Compliance
Capture HSN, GST rate, place of supply and purchase register data for ITC review.
BUDGET
Budget Control
Show department budget remaining before an approver signs off a request.
WA
WhatsApp PO Dispatch
Send PO PDFs to vendors through WhatsApp or email with a clear reference number.
SPEND
Spend Analytics
Track committed spend, approved spend, vendor-wise spend and budget variance.
RATE
Rate Variance Alerts
Flag invoice or vendor rate changes against the approved PO rate.
AUDIT
Audit Trail
Capture who requested, approved, received, matched and released every purchase.
II.Workflow / Procurement002 / 008
Workflow
How purchase control works
Every purchase moves from request to payment with a documented trail.
02
Approve
Defined approvers review budget and justification.
03
Issue PO
Vendor receives a formal PDF purchase order.
04
Receive Goods
Warehouse records GRN at delivery.
05
Match Invoice
PO, GRN and invoice are compared.
06
Release Payment
Only matched invoices move to payment queue.
III.Product modules / Operating layers003 / 008
Operating Layers
Four operational layers of purchase control
From request to payment, every step is documented and visible.
Layer 1
Purchase Request and Approval
Stop purchase approvals from living only in WhatsApp.
- ✓Amount-based approval chainRequest moves through defined approval levels.
- ✓Approver comments and timestampsFull audit trail of every decision.
- ✓Budget visibility before approvalApprover sees remaining budget before signing.
Amount-based approval chain1.1
Approver comments and timestamps1.2
Budget visibility before approval1.3
Vendor GSTIN and payment terms2.1
Financial-year PO numbering2.2
WhatsApp and email PO dispatch2.3
Layer 2
PO and Vendor Management
Create a locked reference for quantity, rate and terms.
- ✓Vendor GSTIN and payment termsStructured vendor records with GST details.
- ✓Financial-year PO numberingAuto-generated sequential PO numbers.
- ✓WhatsApp and email PO dispatchSend PDF POs directly to vendors.
Layer 3
Goods Receipt
Know what actually arrived before an invoice is paid.
- ✓Item-level received quantityTrack each line item independently.
- ✓Damage and rejection notesRecord quality issues at delivery.
- ✓Partial receipt supportHandle multi-shipment orders.
Item-level received quantity3.1
Damage and rejection notes3.2
Partial receipt support3.3
Three-way match rules4.1
GST and rate variance checks4.2
Department spend dashboard4.3
Layer 4
Invoice Match and Spend Reports
Protect cash flow and tax credit before payment.
- ✓Three-way match rulesPO, GRN and invoice compared automatically.
- ✓GST and rate variance checksFlag mismatches before payment.
- ✓Department spend dashboardLive committed vs actual spend tracking.
IV.Buyer fit / Who it helps004 / 008
Who It Helps
Built for teams that need practical daily control.
Each module is shaped around real operating pain in Indian SMBs, not enterprise complexity.
Manufacturing SMBs
Control raw material, tools, consumables and contract labour purchases.
Trading and Distribution
Track inventory replenishment POs, deliveries and vendor billing.
IT and ITES Companies
Document hardware, software, subscriptions and service purchases.
Construction Firms
Control site material purchase, quantity receipt and project spend.
V.Positioning proof / QGenx vs manual005 / 008
Positioning Proof
QGenx vs Manual Operations
Why growing SMBs move from spreadsheets, paper and WhatsApp chaos to a structured QGenx workflow.
| Business Need | QGenx Approach | Manual Approach |
|---|---|---|
| Approval | System-enforced approval chain | Late-night WhatsApp approval screenshots |
| Vendor Rate | Rate locked on PO and checked later | Verbal rate dispute at invoice time |
| Receipt | GRN linked to PO line items | Store staff signs challan and forgets |
| Budget | Live budget before approval | Overspend discovered in next P&L |
| Payment | PO-GRN-invoice match required | Invoice paid after email or WhatsApp request |
| Vendor Portal | Vendors can view POs, submit invoices, and track payments | Phone and email-based vendor communication |
| Audit Trail | Full PO lifecycle history with timestamps and approvals | Paper files or scattered email trails |
VI.FAQ / Purchase buyer questions006 / 008
FAQs
Frequently asked questions about QGenx Purchase Order System.
Eight practical answers for teams moving from informal purchase approvals to a structured procurement workflow.
Can QGenx Purchase Order work as a standalone product?
Yes. QGenx Purchase Order is a standalone module and can be used without POS, HRM or any other QGenx product.
Does it support multi-level approval chains?
Yes. Approval chains can be configured by amount, department, category or cost centre. Each level must approve before the request moves forward.
Can POs be sent to vendors automatically?
Yes. Approved POs can be dispatched as PDF documents through WhatsApp or email directly from the system.
How does three-way matching work?
The system compares PO quantity and rate, GRN received quantity, and vendor invoice details. Any mismatch is flagged before payment approval.
Does it support partial receipts?
Yes. A PO can be received in multiple partial shipments. Each GRN tracks what was received, accepted, rejected or damaged.
Is GST compliance built in?
Yes. HSN/SAC codes, GST rate, place of supply and vendor GSTIN are captured at PO level. Purchase registers can be exported for ITC reconciliation.
How does budget control work?
Department budgets can be set and remaining balance is shown to the approver before signing off a purchase request.
How does AI help inside Purchase Order?
AI highlights rate variances, vendor delivery patterns, budget risks and exception flags across pending and completed purchases.
VII.Customer success / Proof console007 / 008
Customer Success
Trusted by teams that need purchase discipline.
VIII.Contact / Next action008 / 008
Ready to bring control to procurement?
Move every purchase through request, approval, PO, GRN, match and payment with a clean audit trail.