Veona Procurement

What this is

Veona Procurement is the buying chain. It is how a facility goes from “we need to buy this” to “we have paid for it”, with the accounting falling out automatically at each step. A request to buy (a requisition) is approved, sourced from suppliers (an RFQ) or converted straight to a purchase order, the goods are received into stock, the supplier’s bill is three-way matched against what was ordered and received and then posted as a payable, and finally the supplier is paid. Two adjuncts — landed costs and returns — keep stock valued correctly and let goods go back.

Procurement owns the paperwork and the postings; the Stock module owns the inventory — the purchase order, the goods receipt and the supplier master all live in Stock. The two are one chain split across two surfaces.

Key terms used on this page:

Requisition — a request to buy: items, quantities, an estimated cost. Moves no money; it is a demand document.
RFQ (request for quotation) — one requirement sent to several suppliers, who each return a priced quotation; you compare and award one.
Purchase Order (PO) — the formal, numbered order placed on a supplier. A commitment, not a ledger entry. Lives in Stock.
Goods Receipt (GRN) — the record of what physically arrived against a PO; creates the stock lots. Lives in Stock.
Three-way match — the per-item comparison of ordered (PO) vs received (GRN) vs invoiced (bill), resolving to Matched, Flagged or Blocked.
Purchase Invoice — the supplier’s bill, raised from a goods receipt and matched before it posts.
Accounts Payable (AP) — money owed to suppliers; the credit side of a posted invoice.
GRNI (goods received not invoiced) — the hinge account: credited when goods are received, debited when the invoice posts. Nets to ~zero once a PO is fully received and invoiced.
Landed cost — freight, duty and clearing apportioned across a receipt’s lots so stock carries its true delivered cost.
Goods return / debit note — stock sent back to a supplier; reduces the payable and decrements the lot.
Realized FX — the gain or loss booked when a foreign-currency payment settles at a rate different from the invoice’s booked rate.

Who uses it

The procurement roles are seeded per facility with least-privilege grants:

Procurement Officer (the buyer) — raises requisitions, runs RFQs and awards them, converts approved requisitions to POs, and authors returns and landed-cost vouchers. Does not approve requisitions (segregation of duties) and does not post invoices or payments.
Procurement Manager — everything the buyer does plus approving requisitions, overriding a flagged three-way match, confirming returns, applying landed-cost vouchers, and managing procurement settings.
AP Clerk (accounts payable) — reads the buying chain and owns the money steps: creating and submitting purchase invoices (the three-way match and the GL post) and recording supplier payments. Does not buy or receive.
A Finance Manager role also holds the AP posting and match-override keys (the controllership view of the ledger).

An Administrator can do everything in the module. The store-side actions in this chain — raising/receiving the PO, the goods receipt, the supplier master — are Stock permissions held by the store manager.

Editions

Veona Procurement is a paid, sellable module — if a facility’s edition does not include it, the module simply does not appear and its screens are unavailable. It is not clinical and is never auto-entitled by any clinical bundle. It is included in the Veona Enterprise edition (the ERP super-bundle), and can be purchased standalone on top of a clinical edition.

Procurement depends on Stock and Finance. It needs Stock for the purchase order, goods receipt and supplier master it works against, and it needs Finance for the chart of accounts it posts into — Accounts Payable, GRNI, Stock-in-Hand, Purchase-Price-Variance, Input-VAT and Exchange Gain/Loss must be mapped in Finance Settings for the ledger postings to take effect.

Screens

The Veona Procurement work surfaces, reached under the Procurement group in the left rail:

Overview · Requisitions · RFQs · Purchase Invoices · Supplier Payments · Returns · Landed Cost · Settings.

The AP and configuration screens (Purchase Invoices, Supplier Payments, Settings) are hidden from non-AP / non-manager roles; the buyer surfaces (Requisitions, RFQs, Returns, Landed Cost) are visible to anyone holding procurement read. Detail screens (a requisition, an RFQ compare-and-award grid, an invoice match grid, a return, a landed-cost voucher) are reached by clicking a row in their list and returning with Back, never from a standalone tab.

The purchase order, the goods receipt and the supplier master are Stock screens — Stock → Purchase Orders, Stock → Goods Receipt, Stock → Suppliers — because they are inventory objects this chain shares.

How postings flow

Procurement is a ledger-posting module, but only the physical and financial events move money — the commitments do not. Every post is best-effort: if a required account is unmapped in Finance Settings the entry is silently skipped (the document still records), so the chart of accounts must be mapped before going live.

Requisition · RFQ · Purchase Order — no GL. These are commitments (a request, an enquiry, an order).
Goods Receipt (in Stock) — Dr Stock-in-Hand / Cr GRNI for the received quantity × cost; creates the stock lots.
Landed cost applied — Dr Stock-in-Hand / Cr GRNI; the affected lots’ unit cost rises to the true delivered cost.
Purchase Invoice submitted (after the three-way match) — Dr GRNI (the received value, clearing the accrual) + Dr Purchase-Price-Variance (the invoiced-vs-received difference; a favourable variance is a credit) + Dr Input-VAT / Cr Accounts Payable (party = the supplier). GRNI nets to ~zero once a PO is fully received and invoiced.
Supplier payment — Dr Accounts Payable / Cr Cash-Bank, plus a Dr/Cr Exchange Gain/Loss when a foreign payment settles at a rate different from the invoice’s booked rate (realized FX).
Goods return / debit note — Dr Accounts Payable / Cr GRNI; decrements the named lot.

GRNI is the hinge. The goods receipt credits it; the invoice debits it. When a purchase order has been fully received and fully invoiced, GRNI for that order nets back to roughly zero — the structural proof that the receipt and the bill agree.

A goods receipt can be posted without a PO (a direct receipt); it still creates lots and the GRNI accrual, but its invoice has no “ordered” side, so the three-way match always flags and needs an override to post. Equipment received as a capital asset can be capitalised into a Fixed Asset (Dr Fixed-Asset / Cr Stock-in-Hand), bridging into the Assets & Maintenance module — there is a backend bridge for this but no dedicated procurement screen yet.

For the full step-by-step of each flow, follow the Procurement journey. For the ledger these postings land in, see the Finance & Accounting journey; for the inventory side, the Medication & Supply — Rx & Stock journey.

The Procurement overview

The Overview is the buying chain’s landing page. It shows live counts that each deep-link to their worklist — Pending Approval (requisitions awaiting sign-off), Open RFQs (sent and awaiting quotes), Awaiting Match (draft purchase invoices), and Flagged Invoices (three-way-match variances) — plus the Open Payables total and how many invoices remain outstanding. A Quick Actions panel starts the common jobs: a new requisition, a new RFQ, a purchase invoice, a supplier payment, or a goods return. Every figure is a live read, so a fresh facility shows genuine zeros.

Procurement settings

Settings configures how the module behaves. From here you set whether requisitions need approval before they convert to an order, the tolerances that decide when a three-way match is flagged rather than passed, and the default lead time used to work out an omitted needed-by date. You can also manage the extra custom fields captured on requisitions and purchase invoices. Only a procurement manager (or an administrator) can change these settings.