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Diagnostic session
O2P Order to Pay · purchasing

Every purchase, from the first request to the paid invoice.

O2P runs purchasing on one controlled path. Warehouses ask, buyers order, suppliers deliver, accounting pays. Each step is checked before the next one starts.

Request a meeting Follow one purchase ↓
≈ 8,000purchases in three months
150suppliers · about 500 items
12warehouses · one buyer
Sample data
Stock requests from several warehouses: stock level, requested quantity, and whether the request was approved or ordered automatically.public/assets/img/products/o2p-requests.png

The problem

When purchasing lives in one person's memory, it breaks at every handover.

Stock runs low and someone makes a call. A supplier is picked because it was picked last time. Goods arrive short, and the invoice is paid in full anyway. Nobody sees the whole path, so nobody controls it.

  1. Request

    Lost between calls and messages.

  2. Approval

    No clear owner.

  3. Supplier

    Chosen by habit, not by record.

  4. Receipt

    What arrived is never checked against what was ordered.

  5. Invoice

    Paid without a match.

The path

Seven stations, from need to payment.

Every station has an owner. Only that role can move a purchase forward.

  1. Request

    Warehouse

    Entered by hand, uploaded as a file, or sent by API from your inventory software.

  2. Approve

    Supervisor

    The request is checked before any money is committed.

  3. Choose supplier

    Buyer

    Based on each supplier's record for quality, availability and delivery time.

  4. Order

    Buyer · System

    By hand, or automatically when stock reaches its reorder point. Requests are combined by supplier, product or warehouse.

  5. Receive

    Warehouse

    The warehouse confirms what actually arrived. Delivery time is scored automatically.

  6. Match

    Review

    Order, receipt and invoice are checked side by side before approval.

  7. Pay

    Accounting

    Payment is made only on a matched, approved invoice.

Every invoice, at every moment, has one of six statuses:
  1. Ordering
  2. Awaiting delivery
  3. Delivered
  4. Under review
  5. Accounting
  6. Awaiting payment

Two ways to order

Automate what repeats. Keep control of what changes.

You choose per product, and both modes run side by side in one catalogue.

  • Manual

    The buyer reviews open requests by product or by warehouse, then sets the supplier, price and delivery date. Use it for items whose price or supplier changes from order to order.

  • Automatic

    Set a reorder point for each product. When stock reaches it, O2P places the order with the chosen supplier at the agreed price. Use it for staple items with a fixed supplier.

Requests from every warehouse are combined into one order per supplier, product or warehouse.

Sample data
Purchase order: one supplier, requests combined from four warehouses, automatic and manual lines together.public/assets/img/products/o2p-orders.png
Staff checking goods in a warehouse
Sample data
Invoices by status, with order, receipt and invoice checked line by line before accounting.public/assets/img/products/o2p-invoices.png

Receipt and invoice

Pay for what arrived, not for what was promised.

The warehouse confirms each delivery against its order. Order, receipt and invoice sit side by side, so a gap shows before the invoice reaches accounting.

  • The receipt is confirmed by the warehouse that asked for the goods.
  • The actual delivery date is recorded against the promised one.
  • Every invoice moves through six visible statuses, and the count at each status shows where purchases are stuck.

Supplier record

Choose suppliers on their record, not on habit.

  • QualityRated

    Rated by the warehouse and the buyer after each delivery.

  • AvailabilityRated

    Rated by the buyer. Did the supplier have it when you ordered?

  • Delivery timeCalculated

    Calculated by O2P, comparing the promised date with the actual date.

The record grows with every order. After a few months, supplier comparisons rest on data.

Sample data
Supplier list: quality, availability and delivery time scores built from every order.public/assets/img/products/o2p-suppliers.png

Roles and access

Everyone sees their own part. Supervisors see the whole path.

Access is set per module and per action: view, create and edit.

  • Warehouse manager

    Requests and receipts for their own warehouse.

  • Buyer

    Open requests, suppliers and orders.

  • Purchasing supervisor

    Approval and oversight.

  • Branch supervisor

    Purchases for their branch.

  • Planning unit

    Stock levels and reorder points.

  • Accounting

    Invoices at review and payment.

  • Custom roles

    Any other role, with the access you define.

  • Each warehouse sees only its own data.

In practice

Same buyer. Four times the warehouses.

A multi-branch food and beverage group ran purchasing by hand, on the phone and from memory. With three warehouses, their one buyer never had enough time. Today O2P connects 12 warehouses. The same person runs purchasing for all of them, across 150 suppliers and about 500 items, without strain.

Before3

warehouses, and one buyer with no time left

Now12

warehouses, the same buyer

About 8,000 purchases in three months.

Who it's for

Is O2P for you?

O2P doesn't replace your inventory software. It connects to it by API, or you upload stock levels as a file.

Live in under two weeks

Connect your inventory software, or upload your stock levels, and your warehouses can start requesting.

It fits if

  • You buy centrally for several warehouses and combine their requests.
  • You buy for more than one warehouse or branch.
  • You work with many suppliers and many items.
  • Purchasing depends on one or two people's memory.
  • You want every invoice matched before it is paid.

It's not for you if

  • You buy a few items from one or two suppliers.

Show us how you buy today.

In one meeting we map your path from request to payment and show you where O2P fits, and where it doesn't.

Request a meeting We reply within 24 hours. All products

O2P is an independent brand owned by FardVisor.