Procurement

Purchase requisitions, approvals, and purchase order management.

MangoApps

Overview

Procurement streamlines the purchasing process with requisition workflows, multi-level approvals, purchase order generation, and spend tracking. Features include budget controls, vendor management, and receipt matching.

It Services

Highlights

Submit purchase requisitions with multi-level approval workflows and budget validation.

Generate purchase orders automatically from approved requisitions with configurable numbering.

Track spend by vendor, department, and time period with interactive analytics dashboards.

Manage budgets with allocation tracking, reservation holds, and threshold-based alerts.

Match invoices to purchase orders and receipts for three-way reconciliation.

Surface AI-powered spend intelligence insights and cost-saving recommendations.

Capabilities

Requisitions

Create draft requisitions with line items
Submit for manager approval
Auto-approval when below configured threshold
Auto-PO creation on requisition approval
Three-quotes requirement above configurable threshold
Cost center selection and budget validation on submit
Requisition CSV export
Recurring / template-based requisitions Planned future feature

Purchase Orders

Manual PO creation with line items
Convert approved requisition to PO
PO lifecycle: draft → submitted → approved → issued → received → closed
Issue PO to vendor with notification email
Mark PO received and trigger asset creation
Configurable PO number prefix
Payment terms and shipping address on PO
PO CSV export

Approval Workflows

Multi-level approval workflows with ordered levels
Amount-based threshold routing
Role-based and specific-user approver configuration
Require-all vs. minimum-approvers per level
Approval delegation with date range and amount cap
Sequential approval enforcement
Escalation timeout with configurable escalation target
AI-powered approval routing On the roadmap

Vendor Management

Vendor directory shared across Procurement, AssetPro, Contracts, and Source
Vendor type classification (manufacturer, reseller, distributor, etc.)
Vendor contact email, support portal, and website fields
Star rating (1–5) per vendor
Filter requisitions and POs by vendor
Vendor spend analysis across POs and invoices

Invoices & Payments

Invoice creation with line items linked to PO
Invoice lifecycle: draft → submitted → approved → paid
Three-way matching (invoice ↔ PO ↔ receipt)
Variance approval workflow for mismatched amounts
Overdue invoice aging report (current / 1-30 / 31-60 / 61-90 / 90+ days)
Payment recording with method, reference, and cleared date
Batch payment processing
Invoice and payment CSV export

Budget Tracking

Budget creation by cost center, department, and fiscal year
Allocated, spent, committed, and remaining amount tracking
Budget reservations on requisition and PO creation
Configurable alert thresholds (up to 3 per budget)
Hard-stop enforcement to block over-budget submissions
Budget utilization percentage and burn-rate analysis
Auto-renew and rollover unused budget options
Budget CSV export

Reporting & Intelligence

Spend analytics by vendor, department, and month
Approval funnel metrics and average PO value
AI spend intelligence: anomaly detection and alerts
Duplicate invoice detection
Vendor consolidation recommendations
Activity log for every create / update / status change

Limits & Specs

Default approval threshold: $500 (admin-configurable)
Three-quotes threshold: $5,000 (admin-configurable)
Budget alert thresholds: Up to 3 per budget (e.g. 75%, 90%, 100%)
Supported currencies: Any ISO-4217 code (default: USD)
Pricing: Included with MangoApps Workforce

Screenshots

Procurement dashboard — requisitions, POs, and spend at a glance

Requisition details — line items, approvers, and attached quotes

Purchase orders — status, vendors, and fulfillment tracking

Invoices — match invoices to POs with three-way reconciliation

Finance budgets — track cost-center spend against approved budgets

Use cases

Office supply ordering

Employees submit requisitions for supplies that route through manager approval, auto-generate POs, and track delivery status.

Capital equipment purchases

Finance teams enforce budget controls and three-quote requirements for high-value purchases above configurable thresholds.

Department budget management

Department heads monitor allocated vs. spent amounts in real time and receive alerts when budgets approach capacity.

Vendor spend analysis

Procurement managers review top-vendor spend, average order values, and monthly trends to negotiate better rates.

Invoice processing

Accounts payable matches vendor invoices to POs and receipts, flags discrepancies, and tracks payment status.

FAQ

Yes. Admins configure multi-level approval chains with amount-based thresholds, role-based routing, and delegation support for out-of-office approvers.

When budget tracking is enabled, requisitions are validated against remaining budget. Alerts fire at configurable utilization thresholds.

Yes. Enable auto-PO creation to generate a purchase order as soon as a requisition is approved, using the configured PO number prefix.

The analytics dashboard shows spend by vendor, department, and month along with approval funnel metrics, average PO value, and budget utilization.