Procurement and Purchase Order Management

A simple guide to streamline vendor management, purchasing, invoice intake, and accounting integration.

This guide is for teams that want to standardize purchasing operations in Sanka. It reduces jargon so anyone on the ground can follow it.

What you can do

• Organize product and vendor masters (including terms and tax categories)
• Create purchase orders and manage statuses (draft → approval → sent)
• Track delivery and invoice receipt status (record inspections and variance notes)
• Manage scheduled and completed payments, and export to accounting software

Recommended approach

1. Set up master data: register vendors, products, and locations by CSV
2. Define the purchase order flow: decide who creates and who approves
3. Record delivery and invoices: register received data in Sanka and share variances with notes
4. Connect to accounting: once payment schedules are confirmed, export to CSV for accounting

Tips to make it easy for the team

• Decide purchase order number and vendor code rules first
• Use templates to keep input fields minimal
• Review “Pending approval” and “Unpaid” lists weekly to prevent gaps