Budgets and requisitions
Authorized amounts per cost center and period. Requests route through your approval rules, and spend is reserved on approval, not on request.
Products / Purchasing
From budget to paid invoice,
one paper trail.
The whole procure-to-pay chain. Budgets authorize the spend, requisitions ask for it, sourcing compares the quotes, the purchase order carries it to the dock, and the invoice is matched three ways before anyone releases it for payment.
Illustrative product preview. All records and counts are sample data.
What it does
Sourcing and purchase orders
Quotes land in one comparison and the pick is recorded. One PO from draft to closeout: acknowledgment, revisions, receiving, and release of what never arrived.
Invoices and payments
Supplier invoices are read into a form and matched three ways: order, receipt, inspection. Credit memos stand until applied. Payments are recorded from your ledger, never made here.
How it works
- 01
Set the budget
Cost centers, periods, and authorized amounts. Corrections post as adjustments, so history stays whole.
- 02
Raise a requisition
From a person, a reorder point, a BOM, or a Maya AI draft. Approving it is what takes the money.
- 03
Compare quotes
Issue an RFQ on the requisition. Quotes normalize into one view and the pick is recorded, even when it is not the cheapest.
- 04
Issue and receive the PO
The supplier confirms a date, changes arrive as revisions, receipts post to inventory, and closeout releases the rest.
- 05
Match and release the invoice
Upload the supplier invoice. It is read, tied to the order line by line, and matched three ways; an exception says which line, by how much, and against what. Releasing it for payment is its own permission, and the payment itself is recorded from your ledger.
Budget ledgerSample data
Packaging lineREQ-2044 approved−$12,400
Controls cabinetPO-8031 closed+$1,150
Steel fastenersRFQ-118 in sourcingPending
Servo motorsREQ-2039 expired+$8,900
Maya AI drafts.
You approve.
On Purchasing, Maya AI drafts requisitions from reorder-point demand and prepares supplier follow-ups. Nothing is sent or reserved until a person approves it.
About Maya AIHow is budget reserved?
Submitting a requisition shows the budget impact; approving it is what takes the money. Reservations that sit idle expire on a schedule, and closing an approved requisition releases any unspent authorization back to the budget.
Can we route approvals by our own rules?
Yes. Requisitions move through workflows you define, with conditional routing on facts like over-budget, unbudgeted, or utilization. Rejections carry a structured reason: not budgeted, use existing stock, wrong cost center.
Where do requisitions come from?
Manual requests, reorder-point demand, shortages, BOM explosions, the API, or a draft prepared by Maya AI. Draft-from-demand finds what is below its reorder point and not already requested, one draft per warehouse.
What happens to quotes?
Sourcing lives on the requisition. Issue an RFQ, capture supplier quotes, and the system normalizes them into one comparison. The decision per line is recorded, including when the pick is not the cheapest quote.
Can a PO be cut below what was received?
No. Amendments can never reduce a quantity below what has already been received, and cancellation is blocked once receipts exist.
How does invoice matching work?
Three ways, one fixed rule for every organization: price and quantity against the purchase order, quantity against the goods receipt, and accepted quantity against inspection when one exists. Prepayment invoices match two ways, with the skipped checks recorded. Quantity is also checked across every invoice on the same PO line, so two partial bills cannot quietly over-bill.
Does Arthiva pay suppliers?
No. Arthiva is not a payment rail. Payments made from your finance system are recorded against the invoice with their external reference, so an order's true cost and a supplier's exposure are answerable here. Releasing an invoice for payment is a separate permission from raising orders.
Does Purchasing work on its own?
Yes. Purchasing is sold as its own module. Run it alone or with Inventory, Vendors, Logistics, and Production.
See procure to pay on your records.
Arthiva is invite-only while we build with early customers. Purchasing runs on its own or with the rest of the platform.