Requisitions with approval
Internal requests raised from job shortages or low stock, approved before any money is committed.
Real price comparison
See what each supplier on your price lists actually charges for the same item, before you raise the order.
Purchase orders
Branded POs sent by email or WhatsApp, tracked from issue through receipt to supplier invoice.
OCR price lists
Import a distributor's PDF or printed price list and update hundreds of prices in one pass.
GRN and invoice matching
Read supplier invoices and delivery notes, match them to the PO, and flag over-billing automatically.
Procurement agent
A daily sweep for shortages and low stock that drafts proposals for a human to approve.
The shortage you find on the shop floor is the expensive one
Panels stall for want of one contactor. The frame is built, the busbar is in, and the job sits in a corner of the workshop waiting for a part that nobody realised was short until the assembler reached for it. Meanwhile the delivery date passes and the customer calls.
The information needed to prevent that existed weeks earlier: the sales order said what was required, the stock record said what was held, and the difference was the purchase that should have been raised. What was missing was anything that compared the two continuously.
Buying driven by what you have actually sold
Zaptiz derives procurement from live demand. Confirmed sales orders explode into their component requirements, those requirements are netted against stock and against what is already on order, and the gap becomes a requisition.
The smart procurement agent runs that sweep daily. It looks at open sales orders and low-stock items, picks the cheapest capable vendor from your own price lists, and drafts procurement proposals and requisitions in a waiting-for-approval state. Nothing is ordered without a person approving it — the agent's job is to make sure the decision reaches you early, not to make it for you.
Knowing what a component really costs
Component prices vary more between suppliers, and move more often, than most panel shops track. Buying on habit rather than on current price is one of the quieter drains on margin in the business.
Vendor comparison in Zaptiz uses your recorded price lists to show the real spread for each item at the moment you are about to buy. Keeping those lists current is handled by OCR import: upload the distributor's PDF or a photo of a printed sheet and the items are read, matched to your products and updated in bulk, with the source file retained byte-for-byte so you can always check what was actually sent.
Closing the loop: receipt, invoice, and what you were charged
A purchase is not finished when the order is sent. Goods arrive, sometimes short; invoices arrive, sometimes for more than was agreed. That is where input tax credit problems and silent overpayments come from.
The invoice and delivery reader takes a PDF or photograph of a supplier document, extracts the lines, matches them against the purchase order, flags over-billing or short delivery, and drafts a goods receipt note for someone to confirm. The result is a purchase record complete enough for your GST reconciliation to actually reconcile.
- Requisitions capture the vendor at the point the BOM is built, so 'no supplier set' stops being a blocker.
- RFQs go out to multiple vendors and the responses are comparable side by side.
- Purchase orders, GRNs and supplier invoices are linked, so you can see the full history of any component.
- Over-billing against the agreed PO price is flagged rather than paid quietly.
Frequently asked questions
What is the difference between a requisition and a purchase order?
A requisition is an internal request to buy something — raised because a job needs it or stock has run low — and it goes through approval. A purchase order is the external commitment sent to a supplier once that request is approved and a vendor and price are chosen. Keeping them separate is what gives you an approval step before money is committed.
How does vendor price comparison work?
For each required item Zaptiz shows what each supplier on your price lists actually charges, so you can see the real difference before raising the order rather than discovering it on the invoice. The comparison uses your own recorded prices, not scraped market rates.
Does the procurement agent buy things automatically?
No. It sweeps daily for shortages against sales orders and low stock, picks the cheapest capable vendor from your price lists, and drafts proposals and requisitions in a waiting-for-approval state. A human approves before any purchase order is issued.
How do supplier price lists stay current?
Upload the PDF or a photograph of a distributor's price list and OCR reads the items, matches them to your products and updates prices in bulk. The original file is kept byte-for-byte, so you can always check what the supplier actually sent.
Can it read supplier invoices and delivery notes?
Yes. The invoice reader takes a PDF or photo of a supplier invoice or delivery note, extracts the lines, matches them against the purchase order, flags over-billing or short delivery, and drafts a goods receipt note for confirmation.
What if a component has no supplier recorded?
That is the classic gap, and Zaptiz handles it in three ways: you can set a vendor per line by hand, the vendor is captured automatically when a BOM is built from a price list, and a quick-add flow gives placeholder products price-list coverage so the requisition knows where to buy.