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Qentak — The Education Operating System

Finance & Administration

Procurement & Purchasing

Connect the need, the purchase, and what actually arrived.

Connect purchasing requests, supplier decisions, approvals and the receipt of goods or services.

Try the workflow
Procurement coordinator and technician checking a microscope delivery in a school laboratory
THE PEOPLEA documented requisition

Capture the educational or operational need and budget owner.

01 / 03

START WITH THE ACTUAL WORK

Why connect procurement & purchasing?

Purchasing loses control when a requisition, supplier decision, delivery, and invoice are reviewed in isolation.

WHAT THIS CAPABILITY BRINGS TOGETHER

Procurement & Purchasing: records, decisions, and handovers.

01

A documented requisition

Capture the educational or operational need and budget owner.

02

Supplier and approval context

Keep quotation review and the purchasing decision together.

03

Receipt and invoice matching

Compare what was ordered, received, and billed before final processing.

FOLLOW THE WORK FROM START TO FINISH

Explore the procurement & purchasing workflow.

This interactive illustration explains the operating model. It contains no live institutional records.

Finance review workspaceIllustrative preview
CONTROLLED FINANCIAL PROCESSSource. Review. Reconcile.
Review areaControl contextStage
A documented requisitionPurchase categories and quotation thresholdsReview
Supplier and approval contextSupplier approval and delegated limitsReview
Receipt and invoice matchingPartial receipt and invoice tolerance rulesReview
Illustrative review only · No financial transactions
STEP 1 OF 4

Raise a requisition

Raise the requisition with its purpose and budget context.

A WORKED EXAMPLE · ILLUSTRATIVE SCENARIO

An invoice arrives before all goods are received

A supplier bills for ten devices, but only eight have arrived and two require follow-up. Passing the invoice straight to payment would hide the incomplete delivery.

The decision and its context

Connect the approved request, order, receipt and invoice. Record partial receipt and any discrepancy, then route it to the purchasing and finance owners under the institution’s matching rules.

What a complete outcome looks like

The payment decision should explain what was ordered, received and accepted, with a visible owner for the outstanding items.

FOLLOW THE HANDOVERMaintenance & Asset ManagementAccepted equipment becomes an identifiable asset with location, custodian and maintenance context.

A CAPABILITY, NOT AN ISLAND

Connect procurement & purchasing with the next workflow.

The same institutional context should support the next responsible team’s action. Explore the connected capabilities.

YOUR INSTITUTION’S RULES

Set the rules for procurement & purchasing.

  • Purchase categories and quotation thresholds
  • Supplier approval and delegated limits
  • Partial receipt and invoice tolerance rules
Explore configuration and flexibility

WHEN THE DAY DOESN’T FOLLOW THE DEFAULT

Only part of an order arrives

Record the received quantity and keep the remainder open for supplier follow-up.

A clear exception keeps the reason, owner, and next decision visible.
School governors discussing policy evidence in a library meetingProcurement & PurchasingA documented requisition → Receipt and invoice matching

SEE HOW THE WORK CONNECTS

Procurement & Purchasing

Procurement teams · Department heads. Capture the educational or operational need and budget owner.

  1. 01

    A documented requisition

    Capture the educational or operational need and budget owner.

  2. 02

    Supplier and approval context

    Keep quotation review and the purchasing decision together.

  3. 03

    Receipt and invoice matching

    Compare what was ordered, received, and billed before final processing.

Illustrative workflow · Shape the details around your institution.

AUTOMATION WITH A PURPOSE

When an invoice differs from the approved order.

Use an agreed trigger and response while keeping the responsible person in the decision.

WHEN

An invoice differs from the approved order

THEN

Route the mismatch for review instead of treating it as an ordinary payable.

How connected workflows work

APPROPRIATE CONTROL

Who can act on procurement & purchasing?

Separate requesting, purchasing approval, receipt confirmation, and payment responsibilities where required by institutional policy.

Explore security and institutional control

KNOW WHETHER THE CHANGE IS HELPING

Purchases completed with evidence

Review unmatched invoices, unreceived orders, and time from approved need to confirmed receipt.

Agree the baseline, reporting period, and owner before comparing results.Connect evidence to decisions

SEE IT IN YOUR CONTEXT

Different institutions. Specific responsibilities.

A practical introduction

Bring a representative workflow, one recurring exception, and the people who own the handoffs.

Plan your implementation

BEFORE THE CONVERSATION

Useful questions about procurement & purchasing.

Can goods be received in several deliveries?

Partial receipts should preserve the original order and show the quantity received and still outstanding.

What makes finance implementation successful?

Bring the approved account and fee structures, opening balances, authorizations, and representative exceptions. Reconcile the agreed sample with the finance team before rollout.

PUT YOUR PROCESS IN THE PICTURE

Explore procurement & purchasing in your institution.

Start with your current workflow, the decisions that take time, and the handoffs you want to improve.

This public page presents Qentak’s capability model and an illustrative workflow. Available modules, integrations, operating rules, and rollout scope are established in your implementation plan.

Explore all 69 capabilities