Pay for what you ordered, at the rate you agreed.
Indents and low stock become purchase orders priced from each vendor's rate card. Goods are received and checked against the PO at the dock, and the vendor's invoice is matched to both before anyone pays it.
POs from real demand
Indents and reorder levels draft purchase orders for a buyer to approve.
Rates that hold
Every PO line is priced from the vendor's rate card and contract.
Receive against the PO
GRN and QC record exactly what arrived and what was rejected.
Pay only what matches
Invoices are matched to the PO and GRN before payment is released.
From indent to payment, on one thread
Every document links to the one before it, so you can open a payment and see the invoice, GRN, purchase order and indent behind it.
- 1
Indent
A store, kitchen or line asks for stock, or a reorder level is crossed.
- 2
Purchase order
Vendor and rate come from the rate card; a buyer approves.
- 3
Confirmation
The vendor accepts on the supplier portal, or the voice agent calls for a date.
- 4
GRN and QC
Goods are counted and checked at the dock against the PO.
- 5
Invoice match
The vendor's invoice is matched to the PO and GRN, line by line.
- 6
Payment
Matched invoices are paid; shortages and rejects become debit notes.
Inside Procurement
Purchase orders drafted from what you're running out of.
Hyperion watches stock against reorder levels and open indents, groups what's needed by vendor, and drafts the POs at contract rates. A buyer checks them and sends them in one go.
- Drafts grouped by vendor and delivery location
- Quantities from reorder levels and lead times
- Nothing goes out until a buyer approves it
- Covers 21 days of sales at the last 4 weeks' rate
- Sharma Agro delivers in 3 days on average
- All rates match the contract until 31 Dec
Match every invoice before you pay it.
Gudz lines up the purchase order, the GRN and the vendor's invoice for every item. Lines that agree are cleared. Differences are held, and short or rejected goods become a debit note.
- Line-by-line match on quantity, rate and tax
- Tolerances you set per vendor or category
- Debit notes raised from the difference
Vendors held to their rates and their dates.
Rate cards and contracts set what each vendor charges. A voice agent calls vendors in Hindi or English to confirm delivery dates and writes the answer to the PO, and every vendor gets a scorecard.
- Rate cards and contracts with validity dates
- Calls in Hindi and English, recorded on the PO
- Scorecards for price, fill rate and lead time
Everything in Procurement
The pieces your team uses every day, all reading from the same record.
Purchase orders
Create, approve and send POs, with amendments and partial receipts tracked.
Indents
Requests from stores, kitchens and lines, combined into POs by vendor.
Rate cards and contracts
Agreed prices by vendor, item and validity, applied to every PO.
Supplier portal
Vendors confirm POs, upload invoices and check payments themselves.
GRN and QC
Receive against the PO, with QC checks and rejections recorded.
Vendor invoices
Matched to the PO and GRN, with GST checked on every line.
Payments and debit notes
Pay matched invoices and raise debit notes for shortages and rejects.
Voice confirmations
An agent calls vendors in Hindi or English and records the confirmed date.
Vendor scorecards
Price, fill rate, lead time and rejection rate for every vendor.
Gudz AI in Procurement
Let Gudz draft the POs and chase the vendors.
Hyperion drafts purchase orders from low stock at contract rates and waits for your approval. The voice agent calls vendors to confirm dates, and Workflows follows up on anything that slips.
What do we need to order for next week?
Works with
Procurement shares one record with every other module, so nothing needs syncing.
- InventoryLive stock in every location
- WarehouseInward, putaway, pick and pack
- FinanceLedger, GST and payments
Connects to
- Tally
- Zoho
- Razorpay
- GST e-invoice
- E-way bills
Questions about Procurement
Can vendors work in Gudz themselves?
Yes. Each vendor gets a supplier portal where they see their purchase orders, confirm delivery dates, upload invoices and check payment status, without anything being emailed back and forth.
How does the three-way match work?
Each line on the vendor's invoice is compared with the PO and the GRN for quantity, rate and tax. Lines within your tolerance are cleared. Differences are held for review and can become a debit note.
Does the AI send purchase orders on its own?
No. Hyperion drafts POs and shows why it suggested each line, but a buyer approves every one before it reaches the vendor. You can set approval limits by amount or category.
Which languages does the voice agent speak?
Hindi and English. It calls the vendor's contact about open POs, asks for the delivery date, and records the answer and the call on the purchase order.
See a PO go from draft to paid.
Bring a recent purchase order and its vendor invoice, and we'll walk them through Gudz from indent to payment in the demo.