Purchase to stock in Zaptiz Electrical: requisition, PO, GRN and supplier invoice match

This guide covers the purchase chain in Zaptiz Electrical: from a sales order that is short of material, through requisitions and purchase orders, to receiving stock and matching the supplier’s invoice before payment. It is written for purchase managers, store staff and accounts teams.

The flow at a glance

Step	Record	Typically done by
1	Shortage on a sales order or job	System
2	Requisition, with supplier per line	Purchase Manager
3	Approved requisition	Approver
4	Purchase order per vendor	Purchase Manager
5	Goods receipt (GRN)	Stores
6	Supplier invoice, 3-way matched	Accountant

Before you start

• Vendors should be set up with GSTIN and contacts.
• Supplier price lists should be current. They drive vendor comparison and the prices on your POs.
• Warehouses should be created if you hold stock in more than one location.
• Reorder levels can be set on key items so you get low-stock alerts for general stock.

Step 1: find the shortages

When a quotation is converted into a sales order, Zaptiz shows material readiness for that order: what is available and what is short. Jobs created from sales orders carry the BOM, so the same material picture applies on the production side.

From the shortage list, raise requisitions for the missing items. You do not need to retype the BOM.

Let the agent help

The Smart Procurement agent can find shortages and propose purchases from the cheapest vendor based on your price lists. It prepares drafts only. Review and confirm them as you would your own.

Step 2: prepare the requisition

1. Open the requisition and check each line: item, quantity and the job or order it is for.
2. Set a supplier per line. Use vendor price comparison, which ranks vendor price lists cheapest first, to decide.
3. Remove anything that can be met from existing stock or from another warehouse by transfer.

Note that vendor comparison works from the price lists you have imported. Recording RFQ responses from suppliers is not supported, so if a supplier sends you a special quote, update their price list first.

Step 3: approve the requisition

The approver reviews the lines, the suppliers chosen and the reason for the purchase, and approves. Keep the person who raises a requisition separate from the person who approves it where your team size allows.

Step 4: convert to purchase orders

Convert the approved requisition into purchase orders. Zaptiz groups the lines by vendor, so each supplier receives one PO for everything you need from them.

Each PO moves through clear stages:

1. Draft: check rates, delivery terms and GST.
2. Approved: signed off by the right person.
3. Sent: delivered to the supplier by print, email or WhatsApp.
4. Received: updated as goods arrive.

Use your own Brevo sender and WhatsApp Business number so POs reach suppliers from your company’s domain and number.

Step 5: receive the goods with a GRN

When material arrives, stores create a goods receipt against the PO.

1. Select the PO and record the quantities actually received.
2. Check the quantities against the supplier’s delivery note.
3. Confirm the GRN.

Confirming a GRN moves stock in. It is the single, auditable way stock enters Zaptiz Electrical, which keeps your stock figures trustworthy. Received stock can then be reserved against the job that needed it.

Let the agent help

Suppliers often send invoices and delivery challans as PDFs or photos. The Invoice and Delivery Reader reads the document, matches it to the PO and drafts the GRN with differences flagged. Stores still check the physical goods and confirm. Nothing is posted until then.

Step 6: match the supplier invoice

Before payment, accounts record the supplier invoice and run the 3-way match across:

• the PO: what was ordered and at what rate,
• the GRN: what was received, and
• the invoice: what the supplier is charging.

If quantities or rates do not agree, hold the invoice and resolve the difference with the supplier or the store before paying. Also check the supplier’s GSTIN, HSN codes and the tax split on the invoice, since your input tax credit depends on them.

Step 7: issue material to production

Once stock is in, material is issued against the work order for the job. The shop-floor board shows which jobs are ready to start and which are still waiting for material.

Good habits

• Import price lists promptly. Old prices mean wrong supplier choices.
• Never bypass the GRN. If stock appears any other way, your figures drift.
• Review agent drafts properly for the first few weeks until you know where they are reliable.
• Watch low-stock alerts for general items that are not bought against a specific job.

What is not covered today

To plan around it: Zaptiz Electrical does not record RFQ responses, does not track batches or serial numbers and does not support barcode scanning. There is no Tally connector; on Pro and above, purchase orders and other records can be pushed to Zoho Books.

Next steps

• See detailed screens and settings on Docs.
• Read the background in Automating procure-to-pay: requisition to PO to GRN to 3-way match.
• Learn how drafts and approvals work in Using AI agents safely in Zaptiz.