One place for the purchasing need
The requester submits requirements, rationale, and documents in a form designed for the category, company, or department.
Astrafox solution
Purchasing under control from requisition to budget settlement
An employee sends a requisition by email, the buyer checks the budget manually, and the purchase order reaches the supplier without full approval. We connect the purchasing need, proposals, decisions, purchase order, receipt, and invoice in one process with a visible budget and decision history.
From requisition to invoice and expense
Every purchase goes through the right decisions before the purchase order is sent
On the AMODIT platform, we design forms, roles, thresholds, exceptions, and the approval trail. Integrations transfer data among the process, supplier master data, ERP, warehouse, and invoice workflow, so the same purchase is not re-entered in each successive system.
Supplier registration starts through a public AMODIT Forms Portal form in the company's brand, and the submitted data goes directly to the AMODIT process.
The employee submits a requisition with its rationale, category, cost center, and project
The process checks the budget, authority, and required approval thresholds
The purchasing department collects proposals and documents the supplier selection
Approved data creates a purchase order and goes to the supplier and ERP
A receipt or warehouse document confirms fulfillment of the purchase
The invoice settles the purchase order, advance, and budget use
A decision aligned with authority
The matrix routes the request based on amount, cost center, project, category, and budget owner. An overrun triggers an additional control.
Budget visible before ordering
The process shows the plan, reservations, use, and available funds before the company commits to a supplier.
Purchasing before and after implementationProposal comparison, budget control, and ERP exchange
Proposal comparison. The buyer no longer compares several files manually: AI organizes the criteria and identifies differences, while the buyer assesses risk and approves the selection.
Purchase control. The purchase order checks the limit, budget, and appropriate approval path before it is sent to the supplier.
ERP and documents. The process connects the identifiers of the requisition, purchase order, receipt, and invoice and transfers data among AMODIT, ERP, warehouse, and the invoice workflow.
Budget and accountability
From plan and commitment to actual expense
We import the plan or retrieve it from the source system. A requisition or purchase order reserves funds, an invoice updates use, and a cancellation or correction restores the appropriate amount. The report shows the available budget by company, cost center, project, category, and period.
Rules flag overruns and route the case for additional approval. This means the purchasing decision is made before the purchase order is sent, not when the invoice is posted.
The matrix reflects company rules
- amount thresholds and limits by supplier or period;
- approval by the cost center, project, or budget owner;
- separate roles for business and financial review;
- substitutions, returns, and renewed approval after a change;
- history of decisions, comments, and document versions.
How it works
From purchasing need to invoice and budget settlement
We adapt the process to the organization's rules. What remains consistent is the controlled purchasing path and data exchange among people, budgets, suppliers, and company systems.
This universal path shows successive decisions and documents. We configure thresholds, roles, exceptions, and receipt variants for the company's process.
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Requisition
The employee describes the need, category, cost center, project, and expected date.
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Approval and budget
The process checks available funds, thresholds, and the appropriate decision-makers.
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Proposals and supplier selection
The buyer collects proposals, compares criteria, and records the rationale for the decision.
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Purchase order and receipt
Approved data goes to the supplier, ERP system, and warehouse.
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Invoice and budget settlement
The invoice is linked to the purchase order and updates budget use.
AMODIT runs the process and records the accountability history, while integrations exchange data and statuses with systems that support purchasing.
AMODIT
Requisitions, decisions, purchase orders, and accountability history.
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Flow: decisions and statuses.
People and roles
- requester
- approver
- buyer
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Flow: plan and use.
Budgets and controlling
- plan
- reservations
- limits
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Flow: proposals and supplier data.
Suppliers and proposals
- supplier master data
- proposals
- selection criteria
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Flow: purchase orders, receipts, and statuses.
ERP systems and warehouse
- SAP
- Symfonia
- Comarch ERP XL/Optima
- enova365
- TETA
- Dynamics
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Flow: settlements and statuses.
Finance and payments
- invoices
- advances
- posting status
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Flow: analytics data.
Reporting and BI
- spending
- suppliers
- budget execution
More than workflow
Technology and services in the purchasing process
We use AMODIT and Astrafox products first. We then connect them to ERP, warehouse, and the other solutions in the client's environment.
AMODIT
On Astrafox's own platform, we build requisitions, approvals, proposals, purchase orders, budgets, and links to settlement documents.
Explore AMODIT →KSeF Connector
Astrafox's own product retrieves invoices from KSeF (Poland's National e-Invoicing System) and transfers data to the workflow, where the document is connected to the purchase order, receipt, and budget.
Explore KSeF Connector →AI supporting the buyer
AI organizes criteria and identifies differences among proposals, while the buyer assesses risk and approves the selection. We configure existing models for the organization's knowledge and rules—we do not train models.
Explore AI solutions →Spending and budget BI
Reports connect the plan, reservations, purchase orders, invoices, and supplier data. They show fund use, open commitments, and process delays.
Explore Data & BI →ERP and financial systems
We exchange master data, dictionaries, purchase orders, warehouse documents, invoices, and statuses with any ERP. We also implement Comarch ERP XL and Optima for companies operating in Poland.
Explore Comarch ERPCloud or on-premises
We run the solution in the Astrafox cloud, the client's cloud, or the client's infrastructure, with access control, backups, and monitoring.
Explore Cloud & Infrastructure →Integrations
The purchasing process works with ERP, warehouse, and supplier master data
We have connected purchasing processes with SAP, Symfonia, Comarch ERP XL, Comarch ERP Optima, enova365, TETA, Microsoft Dynamics, Infor, Exact, and Oracle JD Edwards. We also integrate other ERP systems and financial, warehouse, and e-commerce solutions.
The exchange covers contractor and supplier master data, item master data, accounts, cost centers, projects, budgets, purchase orders, goods receipts (PZ), goods issues (WZ), invoices, and return statuses for fulfillment and posting.
Data moves among systems without re-entry
- REST APIs, web services, and system connectors;
- staging tables and SQL views;
- XML, XSLT, CSV, TXT, and Excel files;
- secure exchange through SFTP, FTP, and email;
- error handling, retries, and exchange statuses.
Typical scope
The process covers the rules, data, and exceptions of real purchasing operations
We connect the work of the requester, purchasing department, budget owner, warehouse, and finance instead of automating a single form.
Requisitions
The need, rationale, category, cost center, project, date, and attachments in one place.
Proposals and purchase orders
Collecting proposals, selecting a supplier, generating the document, and sending the purchase order.
Matrices and thresholds
Approval based on amount, role, category, cost center, project, company, and limit.
Budgets and reservations
Plan, available funds, reservations, use, corrections, and overruns.
Suppliers and master data
Master data, bank accounts, registration data, item master data, and change approval.
Receipt and warehouse
Fulfillment confirmation, PZ, WZ, partial receipts, and warehouse statuses.
Invoice and settlement
Linking the invoice, advance, and correction to the purchase order, receipt, and budget.
Exceptions and control
A missing budget, data discrepancy, incomplete receipt, or invoice without a purchase order has an assigned decision owner.
A separate solution page describes the detailed stages of registering, describing, coding, approving, and paying a document.
Experience catalog
What we work with in purchasing and budgeting projects
This catalog presents the process, data, integration, and reporting elements we connect in a company's environment. We select the scope for the organization's process, systems, and needs.
Systems and integrationsAMODIT, AMODIT KSeF Connector, SAP ERP, Business One, Sales Orders, Retail, and PI, Symfonia Finanse i Księgowość, Symfonia Handel and Symfonia 50cloud and more
- AMODIT
- AMODIT KSeF Connector
- SAP ERP, Business One, Sales Orders, Retail, and PI
- Symfonia Finanse i Księgowość
- Symfonia Handel and Symfonia 50cloud
- Comarch ERP XL, Optima, and Altum
- enova365
- TETA
- Microsoft Dynamics 365, AX, Business Central, and Navision
- Infor ERP
- Oracle JD Edwards
- Exact
- Streamsoft VERTO
- KAMSOFT FKW
- Rekord
- RAKS
- SIMPLE ERP
- Softlab
- AIDA
- Protel and Opera hotel systems
- e-commerce systems, including eShop
- warehouse, financial, and operational systems
- SharePoint
- Statistics Poland (GUS)
- Polish VAT whitelist and VIES
- REST APIs and web services
- system connectors, staging tables, and SQL views
- XML and XSLT
- CSV, TXT, Excel, and PDF
- SFTP, FTP, and email
- SSO and Azure AD
- SaaS, client cloud, and on-premises installations
Purchasing documents and datadepartmental, hotel, and project purchase requests and requisitions, requests for proposal and supplier proposals, proposal comparisons and selection criteria, internal and supplier purchase orders in PDF, Excel, and XML, purchase orders linked to contracts or generated from the budget and more
- departmental, hotel, and project purchase requests and requisitions
- requests for proposal and supplier proposals
- proposal comparisons and selection criteria
- internal and supplier purchase orders in PDF, Excel, and XML
- purchase orders linked to contracts or generated from the budget
- pro forma invoices, prepayments, and purchase advance settlements
- completion confirmations, goods receipts (PZ), goods issues (WZ), and warehouse receipts
- cost, purchase, and materials invoices
- advance invoices, corrections, and foreign-currency documents
- contracts and related documents
- departmental, project, and investment budgets and monthly and annual plans
- reservations, use, and available budget
- limits by supplier, category, and period
- contractor and supplier master data and bank accounts
- item master data and product databases
- cost center, project, account, and purchasing group dictionaries
Process scenariosrecording a purchasing need in one form, forms based on the purchasing group and type, checking the completeness of the justification and attachments, verifying the contractor, bank account, and registration data, creating supplier master data and completing master data in parallel and more
- recording a purchasing need in one form
- forms based on the purchasing group and type
- checking the completeness of the justification and attachments
- verifying the contractor, bank account, and registration data
- creating supplier master data and completing master data in parallel
- authority matrices and approval thresholds based on amount and category
- approval based on cost center, project, company, and budget owner
- additional substantive or financial approval
- substitutions, delegation, and renewed approval after a request changes
- blocking changes after a specified stage
- collecting proposals, comparing criteria, and selecting a supplier with a decision history
- generating and sending a purchase order to the supplier
- sharing the completion date and comments with the supplier
- automatic purchase orders from a budget or contract
- purchase order fulfillment by the purchasing department or the owner of the need
- partial and full receipts and warehouse receipt registration
- linking a purchase order to a contract, receipt, and invoice
- reconciling multiple invoices with multiple purchase orders
- comparing the requisition, purchase order, receipt, invoice, and ERP data
- handling a missing purchase order or receipt
- automatically closing settled requisitions and purchase orders
- importing the budget plan from a spreadsheet or source system
- reserving, using, and restoring budget
- flagging overruns, blocking, and adding purchase order approval
- creating requests from e-commerce systems through an API
- exchanging purchase orders and statuses with ERP
- notifications, follow-ups, and escalations
- limiting visibility to the appropriate groups and people
- history of changes, comments, and decisions
Reports and analyticsrequisition, approval, and purchase order status and time at each stage, open and unsettled purchase orders, purchase orders by group, category, and person responsible, purchasing value, number of suppliers, and assortment structure, completion dates and delayed deliveries and more
- requisition, approval, and purchase order status and time at each stage
- open and unsettled purchase orders
- purchase orders by group, category, and person responsible
- purchasing value, number of suppliers, and assortment structure
- completion dates and delayed deliveries
- links among requisitions, purchase orders, receipts, and invoices and the differences among them
- invoices without a purchase order or receipt document
- plan, reservations, use, and available budget
- budget execution by period, company, cost center, project, and category
- budget and purchasing limit overruns
- forecasts and cost provisions
- approval and change history
- purchasing department and decision owner workloads
- errors, missing data, and returned cases
- operational and management reports and BI dashboards for spending, suppliers, and budgets
- exports to Excel, CSV, and PDF
Scale and environmentsimplementations in more than 100 organizations, projects since 2011, up to 60 companies in one KSeF scope, up to 23,000 purchase documents per month in the largest scope, up to 1,700 production licenses in one organization and more
- implementations in more than 100 organizations
- projects since 2011
- up to 60 companies in one KSeF scope
- up to 23,000 purchase documents per month in the largest scope
- up to 1,700 production licenses in one organization
- SaaS, client cloud, and on-premises installations
Scale and experience
We have implemented purchasing workflows and budgeting in more than 100 organizations
Purchasing and budgeting processes are part of our experience in invoice and purchasing workflows. The scope ranges from single companies to multi-company groups and multi-branch organizations. Clients in this area include Gi Group, Infor, Grupa Żywiec, ResInvest Energy, Rhenus, and Polmlek.
Why Astrafox
- We design the complete purchasing process: requisition, budget, proposals, purchase order, receipt, and invoice settlement.
- A named team implements the process on the AMODIT platform and remains accountable for support after launch.
- When purchasing spans more systems, we integrate the process with any ERP, warehouse, supplier master data, KSeF, and BI reports.
Implementation and maintenance
The project covers the process, integrations, and accountability after launch
We run the solution in the Astrafox cloud, the client's cloud, or the client's own infrastructure. The architecture follows the organization's security rules, integrations, and operating model.
Process analysis and design
We organize roles, thresholds, documents, exceptions, data, integrations, migration, and test scenarios.
Testing and training
We prepare environments, run user testing, and deliver training for requesters, buyers, approvers, and administrators.
SLA-based support and development
We provide maintenance, updates, error handling, integration monitoring, and process development following organizational changes.
Explore SLA-based support →Selected purchasing process implementationsSAP integration and workflows independent of ERP changes
Rhenus Warehousing Solutions Polska—multi-branch processes integrated with SAP. Contracts, requisitions, purchase orders, and invoices share workflows in AMODIT with two-way data exchange with SAP. Accounting data flows among systems, and cases close after posting. Full case study on amodit.com →
ResInvest Energy Chorzów—document workflows connected to ERP. Correspondence, contracts, purchasing, warehouses, invoices, and HR processes run in AMODIT connected to ERP. The company develops workflows independently of successive changes in external systems. Full case study on amodit.com →
What determines the scope and costProcess, integrations, data, scale, security, and maintenance
Process and exceptions: requisitions, proposals, purchase orders, budgets, receipts, invoices, approvals, and fulfillment variants. Systems and data: ERP, warehouse, e-commerce, files, and APIs, as well as the scope of history, dictionary quality, and status exchange. Scale and maintenance: companies, locations, users, document volumes, permissions, integration monitoring, and further development.
Related knowledge
How to prepare the company for purchasing automation
These resources help organize process requirements, accountability for integrations, and purchasing and budget reporting.
How to select a document workflow system
Questions about the process, roles, integrations, security, and maintenance to ask before selecting a solution.
Read the guide →How to select a systems integrator
How to assess accountability for the end-to-end information flow, system boundaries, and post-launch error handling.
Read the guide →Supply chain analysis
How reporting connects purchasing, supplier, purchase order, delivery, and budget execution data.
Read the articleThis page shows how we implement and integrate the solution in the company's environment. A detailed description of purchase order handling in the product is available on the AMODIT website.
Purchase orders in AMODIT →FAQ
Frequently asked questions about purchasing, orders, and budgeting
Does the solution integrate with our ERP?
Yes, when the system provides the interface required for the exchange. We have connected processes with SAP, Symfonia, Comarch ERP XL and Optima, enova365, TETA, Microsoft Dynamics, Infor, Exact, and Oracle JD Edwards. For another ERP, we check the available APIs, services, tables, or file formats.
How does the process control the budget before a purchase?
The requisition checks the plan, available funds, and existing reservations for the appropriate cost center, project, category, company, and period. An approval or purchase order reserves the budget, an invoice updates use, and an overrun triggers the specified rule or an additional decision.
Can the approval matrix depend on the amount and purchase type?
Yes. Rules route the case based on amount, category, cost center, project, company, budget owner, and other process data. They also handle substitutions, returns, and renewed approval after a requisition changes.
Does the system handle collecting and comparing proposals?
Yes. The process stores the requirements, proposals, criteria, and supplier selection history. AI organizes the criteria and identifies differences, while the buyer reviews the material, assesses risk, and approves the decision.
How is a purchase order connected to the receipt and invoice?
The integration transfers document identifiers and data among the process, ERP, and warehouse. This connects the purchase order to a PZ, WZ, or another receipt confirmation and then to one or more invoices. The purchase invoice workflow page describes the detailed document process.
Does the solution support multiple companies and different purchasing rules?
Yes. We configure separate dictionaries, budgets, purchasing groups, thresholds, permissions, and paths for individual companies, branches, or units while preserving shared reporting for the entire group.
What determines the project cost?
The number of processes and exceptions, systems and data sources, number of companies and users, security requirements, history migration, integration monitoring, and maintenance scope.
Who at Astrafox is accountable for implementing the purchasing process?
Every project has a named account manager, project manager, and deputy. One team leads the process from requisition and budget through ERP integrations to the invoice and subsequent support.
Start with the purchase that bypasses controls or stops the team today
Describe how requisitions are submitted, the budget rules, and the ERP system. We will organize the scope of the process, integrations, and accountability.
Describe your challenge