Buy: Requisition to approved bill, three-way matched.
Requisitions, purchase orders, goods receipts and supplier bills, with each bill checked against the order and the delivery before anything posts. Sourcing, rate contracts and a supplier portal let your suppliers work in Kinnow too.
What does Kinnow Buy do? Requisitions, purchase orders, goods receipts and supplier bills, with each bill checked against the order and the delivery before anything posts. Sourcing, rate contracts and a supplier portal let your suppliers work in Kinnow too. Nothing is filed, paid or posted without a person.
Your purchase desk on a Monday, before and after
Most purchase desks run on a supplier WhatsApp group, a folder of scanned bills and an Excel sheet of which order was paid. Here is the same week on Kinnow.
| Job | Today, in a typical Indian SME | On Kinnow |
|---|---|---|
| Raising an order | The buyer retypes the supplier's quotation into a purchase order, line by line. | Drop the quotation PDF. The draft order fills in with each value marked as coming from the quotation. Nothing is saved until the buyer presses Save. |
| Wrong tax on a quote | The supplier charges CGST and SGST on an inter-state sale. The credit is lost and found at filing. | The draft warns that the tax does not fit the two states, before the order is saved. |
| Comparing suppliers | Three quotes in three formats, freight in a footnote. | One grid, line by line, with freight spread across lines. The cheapest cell is named only where the quotes are comparable. |
| Checking a bill | Someone phones the store to ask whether the goods came. | The bill is matched to the order and the receipt. A mismatch holds the bill and prices the claim. |
| Chasing deliveries | The buyer scans the order book and rings round. | Orders past their date with goods outstanding are listed, with a chase drafted in plain words. |
| Supplier changes bank details | An email arrives, someone updates the master, a payment goes to the wrong account. | Payments to the supplier are held until someone confirms the change another way. |
See your own purchase desk on Kinnow. Send us one supplier quotation and one bill.
Walk through one purchase, from need to payment
Take a manufacturer or distributor with a purchase executive, a store in-charge, an accounts executive and a finance manager.
- The need. A department raises an indent or requisition, or stock falls below its safety level. A requisition under ₹10,000 approves itself by default (you can change that); anything larger waits for a manager.
- Reorder drafts. When stock falls below safety level the Reorder Planner can draft a requisition from your rate contracts, without duplicating one already open. The purchase executive reviews it before it goes anywhere.
- Sourcing, for the larger buys. The purchase executive invites suppliers to quote. Quotes arrive through the supplier portal and are lined up like for like. The Award Recommender reads the grid and suggests an award or a split; the award itself is made by a person, with a written reason.
- The order. The purchase executive converts the requisition to an order, or drops the supplier's quotation to draft one. Rate-contract prices apply at creation. The tax check runs before saving. Where the ready-made setup for your industry (we call it an industry pack) sets a purchase-order limit, an order above it waits for a named person to sign off; you can change the limit. Changes to an approved order are recorded as amendments.
- Chasing. Orders past their expected date are listed. Kinnow drafts a reminder once an order is a day late, a follow-up from 7 days and a firmer note from 14, for you to send. The draft never carries prices.
- Receiving. The store in-charge records the goods receipt with accepted and rejected quantities. A receipt above the ordered quantity is flagged. Rejected lines are noted on the receipt.
- The bill. It arrives by email, from the portal or by upload. The extractor reads the fields and checks that lines, tax and total agree. The accounts executive then reviews the draft bill.
- Three-way match. Kinnow compares the bill with the order and the receipt: quantity against what was received and not yet billed, rate against the order (a difference above 1% is flagged) and total against the order (above 2%). If all three agree, the bill clears. If not, it is held, with the amount in dispute and a debit-note draft.
- Approval and payment. The approved bill goes to Account as a payable, with input GST split by head. Payment is recorded against the bill; above your limit, a second person releases it.
- After the fact. Landed-cost vouchers add freight and duty to the cost of the stock. Purchase returns produce a debit note. Each month the supplier scorecard is updated.
Ask us to walk one of your recent purchases through this, order to payment.
See it work
Documents, lists and reports
| Output | What it gives you |
|---|---|
| Indent and requisition | Who asked for what, for which warehouse, by when, and who approved. |
| Purchase order | With amendments, a tax check and the rate-contract price applied. |
| Goods receipt (GRN) | Accepted and rejected quantities per order line. |
| Purchase bill and expense bill | Bills against an order, and bills with no order, such as repairs or courier. |
| Purchase register | All bills for a period, by supplier. |
| Goods-receipt list and receipts not yet billed | What has arrived and has not yet been billed. |
| Debit-note register | Every claim on a supplier, with the bill it relates to. |
| Purchase returns | Goods sent back, with the debit note. |
| Landed-cost voucher | Freight, duty and handling spread over the items on the receipt. |
| Supplier scorecard | On-time delivery, quality acceptance and price variance by month, with an overall summary. A drop of more than 10% raises an alert. |
| Comparison grid | Quotes for a sourcing event, line by line, with freight. |
| Savings register | Each saving says what it was measured against. Negotiated and realised savings are shown apart, with no single total. |
| Spend-control list | Orders that went round a rule, with the rule, the supplier and the amount. |
Agents that work in Buy
Each agent takes a piece of the purchase desk's work and hands it back to you. We check each one with you before it works on your orders, and what it produces waits for your team.
3-way match
Matches the purchase order (PO), the goods receipt and the supplier's bill line by line, and holds the bill until any difference is sorted out.
AccountAI Invoice Extractor
Reads the text of a supplier invoice and fills in the bill for you, checking that the amounts add up before anything is saved.
BuyReorder Planner
Recommends how much to reorder and when. It skips an item that already has a draft reorder open, and it never raises a PO by itself.
BuyVendor Suggest
Suggests vendors using what each can supply, their scorecard and your past dealings, and gives the reason for each. It only suggests and never invites anyone.
Also here: PO drafter and document reader, bill rate checker, delivery chaser, award recommender, supplier scorecard, expense categoriser and a sweep for five kinds of off-contract spend.
Ask Kinnow about your purchases
Ask in plain English. Before it answers, Kinnow shows where the answer will come from and what it will cost, and it uses only what the person asking may see.
| Question an owner would type | What comes back |
|---|---|
| Which supplier bills are closest to their agreed payment window? | Bills ranked by days left, with the MSME suppliers marked. |
| Which orders are overdue for delivery, and what is still outstanding? | Orders past their date, with the lines and quantities still to come. |
| Which bills are on hold, and how much are we disputing? | Each held bill, the failed check and the amount in dispute. |
| Which purchases have recoverable GST? | The purchase register with input credit by head. |
| How did our top five suppliers score on delivery and quality last month? | The scorecard, with the change on the month before. |
| What did we save on the last tender, and against what? | The savings list, with the comparison used on every row. |
| Which orders were placed without a requisition or off a rate contract? | The spend-control findings, with the rule each one went round. |
Bring the five questions your purchase head cannot answer today.
The controls an owner cares about
- Nothing posts on a mismatch. A bill that does not match cannot be approved, and the limits for what counts as a mismatch are yours.
- Approvals. Small requisitions can approve themselves; the limit is yours. An order above your limit goes to a named approver; where the industry setup gives a starting limit, you can change it.
- Approved makes. If you keep a list of approved makes for an item, an order or receipt line for a different make is held until someone approves the substitution.
- Payments. A payment above your limit needs a second person. If a supplier's bank details change by email, payments to them are held until someone confirms the change.
- Findings need a reason. Anyone who dismisses an off-contract finding has to say why. A check you have not switched on shows as not set up, never as zero.
- Veil. Tax and bank numbers are held back, and names are swapped for placeholders, before anything goes to an AI. This covers Ask Kinnow and most agents today.
Connects to
- Account: approved bills, expense bills, landed cost and payments go into the ledger. MSME and 194Q tracking sit there.
- Stock and ship: goods receipts add stock; low stock raises reorder drafts.
- Comply: input GST by head is reconciled against what suppliers filed.
- Masters: suppliers, items, rate contracts and approved makes.
- Maintain: spare-parts reorders arrive as draft requisitions.
- Suppliers see their own side through the supplier portal.
Questions
What happens when a bill does not match the order and the delivery?
The bill is held. Buy shows which line failed (billed for more than was received and not yet billed, rate above the order, or total above the order), works out the amount in dispute and drafts the debit note and the chase to the supplier. Your team raises the debit note in Account and sends the chase. The bill cannot be approved until the difference is sorted out.
Which bills have to go through the match?
Bills above a limit you control. By default the limit is the greater of ₹50,000 and half a percent of the last 30 days of approved bills. You can set a fixed figure instead.
Can our suppliers see their own orders?
Yes. A supplier signs in with a one-time code, sees only its own purchase orders and goods receipts, uploads bills and answers requests for quotation. It needs no Kinnow seat. A bill submitted twice for the same order, amount and date within 30 days is refused.
Can we bring our current supplier list and open orders across?
Suppliers come from the shared records, and purchase orders, bills, goods receipts, indents and returns can be imported. Reading from the old software alongside Kinnow is not part of this release, so plan a cut-over at a month-end. First results take about two weeks.
Does Kinnow pay suppliers?
Payments are recorded against the bill and post to Account. There is no payment run or bank payment file; the bank transfer itself happens outside Kinnow. Above a limit you set, a payment is held until a second person releases it.
What if a supplier emails new bank details?
If the email is picked up by Kinnow mail, payments to that supplier are put on hold. Nothing is recorded or released to them until someone lifts the hold, giving the reason and how the change was confirmed, such as a call to the number already on file.
How does Buy handle GST on purchases?
Each bill keeps its tax by head, CGST, SGST, IGST and cess, so the input credit that Comply reconciles against the supplier's filing is split correctly. On a quotation, Kinnow warns if the tax charged does not fit the two states involved.
See Purchasing on screen.
Cropped from the live product so you can read it. Tap to enlarge.
Inside this page
Purchasing
Requests to orders to payment, with every bill checked against the order and the delivery.
- 3-way match: Matches the purchase order (PO), the goods receipt and the supplier's bill line by line, and holds the bill until any difference is sorted out.
- AI Invoice Extractor: Reads the text of a supplier invoice and fills in the bill for you, checking that the amounts add up before anything is saved.
Sourcing & RFQs
Compare supplier quotes line by line, freight included, and split the award.
Supplier portal
Suppliers see their orders, quote on RFQs and submit bills.
- 3-way match: Matches the purchase order (PO), the goods receipt and the supplier's bill line by line, and holds the bill until any difference is sorted out.
- AI Invoice Extractor: Reads the text of a supplier invoice and fills in the bill for you, checking that the amounts add up before anything is saved.
Start with one need. Switch on the next in a day. Same records, same login, no new licence.
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