Learning Hub article
A clean PR-to-PO process is not just about approvals. It depends on choosing the right buying route early, keeping ERP handoffs structured, and resolving exceptions with evidence-ready workflows. For return/refund cases, unboxing documentation quality directly impacts resolution speed.
3
Core decision gates
5
Base process stages
3
Exception scenarios
NEW
Returns & evidence guide
Process Overview
Base flow
This is the standard operating path when a buyer needs to purchase through SourceSage-supported channels. The exact screens may vary by environment, but the logic stays the same.
Step 01
The process begins when the buyer logs in or punches out to the e-marketplace. This creates a controlled front door for both catalog and non-catalog requests before anything reaches the ERP workflow.
Step 02
If the requirement is available as a catalog item, the buyer browses the approved catalog and punches out back into ERP. If it is not a catalog purchase, the next decision is whether a valid quotation already exists.
Step 03
For non-catalog demand, an existing quotation can pass through the NCPR route. If no quotation exists, SourceSage or the supplier runs an RFQ process and provides a quotation before the purchase request is raised.
Step 04
Once the PR is submitted, internal approval determines the next move. Approved requests proceed to purchase order release. Rejected or unapproved requests are closed rather than pushed downstream.
Step 05
After PO release, SourceSage processes the order with the supplier. The order is delivered, and goods receipt is confirmed through the buyer-side receipt process, including GRN confirmation where required.
Decision logic
Most PR-to-PO complexity comes from branching too late or bypassing the right route. These decisions should be made upfront and documented clearly.
Catalog purchase?
Yes
Browse approved catalog items and punch out to ERP for PR creation.
Catalog purchase?
No
Check whether a valid quotation already exists.
Quotation available?
Yes
Use the passthrough NCPR route and continue into PR approval.
Quotation available?
No
Run RFQ, receive quotation from SourceSage or supplier, then create the PR.
PR approved?
Yes
Release the PO to SourceSage for supplier processing and fulfilment.
PR approved?
No
Close the PR and stop the flow until a new request is raised.
Exception handling
Exception handling should protect speed without sacrificing control. The right response is usually not to patch the order manually, but to route the issue through a documented buyer, procurement, and SourceSage workflow.
When SourceSage or the supplier cannot fulfil the original request as submitted, the buyer should be informed quickly and given a clear decision path rather than informal back-channel changes.
Post-delivery issues should be handled as a service-resolution workflow, not as ad hoc supplier negotiation by individual users. That keeps accountability clear and speeds up closure.
Changes to a live order should go through governance before they touch the fulfilment stream. The key is to align internally first, then route the approved request into SourceSage using the right issue type.
Return / refund evidence
Keep evidence clean, short, and complete. The standard is simple: show the AWB first, record continuously while opening, and lay out every item for inspection.
Best-practice note
Recommended format: keep the video under 30 MB and around 1 minute, while still clearly showing the full proof trail.
Step 01
Start recording before opening. Clearly show shipping label, AWB, or tracking number so the claim is tied to the exact parcel.
Step 02
Keep one continuous video while opening the package and removing all items. Avoid cuts that create evidence ambiguity.
Step 03
Show labels, barcodes, quantity, and any damage/condition issue clearly after unboxing.
Evidence scenarios
Use the right proof for the right issue so SourceSage, the buyer, and the supplier can resolve it without back-and-forth.
Submission option A
Reply in the PO email chain and attach video/photos so context remains linked to order history.
Email procurement@sourcesage.coSubmission option B
Open a ticket with PO number and attach evidence for SLA-tracked resolution.
Open ticketingOperating guidance
Procurement process quality usually fails at the edges: unclear ownership, undocumented approvals, and informal order changes. Tightening those edges prevents avoidable fire drills later.
