Procurement — delivered as ProcureTrail
An approval matrix that decides who must approve each line — and shows you why it chose them. Requisition to purchase order to receipt, with the difference recorded when a delivery does not match the order.
ProcureTrail is the firm’s system for procurement and asset governance, configured by Kiren & Co around your organisation’s requirements. Procurement runs on the same register, the same audit trail and the same route to your books as the other controls. How the system fits together →
Something got bought without approval, and when you ask who approved it nobody can tell you.
A requisition has been sitting somewhere for three weeks and no one knows whose desk it is on.
The approval rules live in someone’s head, and they are on leave.
The routing decision is the part that is hard to copy.
Lines are matched on several dimensions at once and the most specific matching rule wins, with a fixed, documented tie-break beyond that.
For any line you can see which rules matched, how they scored, and which approvers resulted. Not a flowchart — the actual decision.
A level can require several people; levels run in order. Amount floors and ceilings and validity dates are part of the rule.
Approve each line independently, or the requisition as a single decision. A setting, not a different implementation.
Goods receipt against the order, with optional gate inspection, and structured debit notes when quantity, price or condition does not match.
Approval ageing, breaches against your service levels, and a bottleneck view showing where requisitions actually wait.
Most demos show you a workflow diagram. This shows you a real line and the matrix explaining itself.
A line entering the matrix, the rules that matched, the scores, and the approvers that resulted.
Where requisitions are waiting, and for how long.
A delivery that did not match the order, and the debit note raised for it.
Turned on per organisation. Same register, same audit trail, same login — no second system, no migration.
Each line is matched against the matrix on a number of dimensions — amount, category, classification, location, department and others. Where several rules could apply, the most specific one wins, and the tie-break beyond that is fixed and documented rather than arbitrary.
Yes, and this is the part worth seeing. The routing decision can be traced for a given line, showing which matrix rules matched, how they scored, and which approvers resulted.
Yes. Approval can be line by line or all-or-nothing for the whole requisition, and that is a setting rather than a rebuild.
Yes. A level can carry several approvers, and levels are ordered.
Not all of it. Goods receipt, gate entry, mismatch resolution and several other steps are individually switchable, so an organisation can start with approval routing and add the rest as its process matures.
The difference is recorded as a debit note of a specific type — rejection, under-receipt, price excess, damage or short landing — rather than as a free-text note, so it can be acted on and reported.
Bring the rules you use today, however they are written down. Seeing them expressed as a matrix — and traced on a real line — is usually the moment this becomes concrete.