Procurement Manager

You buy what the facility needs. Procurement runs the buying chain end to end: a department raises a requisition, you source it, place a purchase order, receive the goods, match the supplier’s invoice, pay it, and handle any returns. As goods are received and invoices are matched, the cost posts straight into the books.

Three roles share this area, split by a separation of duties so that the person who buys is not the only person who approves or pays. A buyer sources and orders. A procurement manager is the controller who approves and configures. An accounts-payable clerk matches and pays the supplier.

An RFQ is a Request for Quotation sent to suppliers. A purchase order (PO) is a confirmed order to a supplier. A three-way match checks the supplier’s invoice against the purchase order and the goods actually received before it is allowed to post.

Buyer — what you can do

As a buyer, you can:

Raise requisitions — create and submit a purchase requisition for what a department needs.
Run RFQs and award — send a request to suppliers, capture their quotations, and award one (which raises a purchase order).
Convert to a purchase order — turn an approved requisition into a stock purchase order.
Raise returns and landed-cost vouchers — author goods returns and the extra costs (freight, duty) that attach to a receipt.

Procurement Manager — additional authority

A procurement manager is the controller. They hold everything the buyer can do plus:

Approve or reject requisitions above the configured threshold.
Override a flagged three-way match — force a submit when an invoice does not reconcile, recorded for audit.
Confirm a goods return and apply a landed-cost voucher so the stock cost is restated.
Own the procurement configuration — the approval gate and matching tolerances.

Accounts-Payable Clerk — what you can do

An accounts-payable clerk works the supplier side:

Create a purchase invoice from a goods receipt, running the three-way match.
Submit the invoice, which posts the cost to the general ledger.
Record supplier payments.

What you cannot do

The duties are deliberately split. A buyer cannot approve their own requisition above the threshold, and cannot post a supplier invoice or payment — that prevents one person from both ordering and paying. An accounts-payable clerk does not raise requisitions, RFQs or purchase orders — they match and pay what the buying chain produced. A flagged match cannot be forced through silently; the override is a controller action and is audited.

Where you work

Screen	Module	Who	What you do there
Requisitions	Procurement	Buyer, Manager	Raise, approve, convert
RFQs	Procurement	Buyer, Manager	Send to suppliers, award
Purchase Orders	Procurement	Buyer, Manager	Confirmed supplier orders
Purchase Invoices	Procurement	AP Clerk, Manager	Three-way match and post
Supplier Payments	Procurement	AP Clerk	Pay the supplier
Returns, Landed Cost	Procurement	Buyer (raise), Manager (confirm/apply)	Returns and extra costs
Settings	Procurement	Manager	Approval gate, tolerances

A typical day

Review Requisitions (Procurement) raised by departments.
As a buyer, run an RFQ, capture supplier quotes and award one — or convert an approved requisition straight to a purchase order.
When goods arrive, the accounts-payable clerk creates a purchase invoice and runs the three-way match; a clean match submits and posts the cost.
The clerk records the supplier payment when it is due.
As the procurement manager, approve requisitions above threshold, confirm any returns, apply landed costs, and resolve any flagged match with an audited override.

How-to: Raise and approve a requisition, Run an RFQ and award, Three-way match purchase invoice, Pay a supplier
Workflow: Procure to pay
Module: Procurement, Stock