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Presentation Guide — PMS Module
Shortages, purchase orders, approval, receiving and invoices: the procurement module, and how it ties into the SRM and the WMS

Everything you need to understand and show, explained simply, with real examples from the demo database (suppliers SHOP-PHARMACIE.FR and UNILEVER, purchase orders CF-2026-001 to CF-2026-005, [MEDIC] and [ALIM] products).

Prepared on 05/09/2026 · Demo environment: https://app.gse-web.online → organisation demo → account demo@gse-web.online · password gse-web.online (public credentials, the ones on the website's "Demo access" page)

📢 This guide may be freely reused Preparing an internal presentation of the module for your teams? Help yourself: the demo walkthrough, the worked examples and the answers to frequently asked questions in this guide are at your disposal, without restriction. The demo environment (account demo@gse-web.online, password gse-web.online) is public — you can replay every example there.

1The PMS in 2 minutes

PMS = Procurement Management System, literally "management of purchasing and replenishment". In GSE-Web it is the procurement module: it spots what is missing, turns the shortage into a numbered purchase order, has anything above a threshold approved, receives goods by creating the stock entries, then matches the invoice against what was ordered and received. The line to remember: the PMS orders, the SRM sets the prices, receiving values the stock, matching checks it.

The simple analogy It is the shopping list that fills itself in, and the till receipt checked line by line. The list (the shortages) is computed from stock and your thresholds; the order goes to the supplier at the negotiated prices; the parcel is counted on arrival (receiving, which creates the stock entries); and the invoice is compared with the parcel and with the agreed price (matching). Nobody retypes anything from one step to the next.

❌ Before (without PMS)

The order lives in an e-mail, a sticky note or a spreadsheet: nobody knows whether it went out, nor when it arrives.
The reorder threshold is "in the buyer's head"; the shortage is discovered when someone tries to issue the product.
The delivery goes onto the shelf without being counted; the order stays "in progress" forever.
The invoice is paid without being compared with what was received or with the negotiated price.

✅ After (with PMS)

Shortages are recomputed on every read from stock and thresholds: the list is no longer kept by hand.
Every order has a CF-YYYY-NNNNN number, a status, a server-computed amount and a history.
Above an amount you set, the order waits for a traced approval before it goes out.
Receiving creates the stock entries and moves the status forward on its own; the invoice is matched on quantity and price, read from the Factur-X PDF or by AI as a fallback.

Where to find it in the application In the side menu, a dedicated PMS section groups 3 entries: Three other screens take part in the flow without living in this section: WMS → Receipts → Receive goods (the Goods receipt screen, which receives a purchase order), Settings → Purchase approval (the threshold rules) and SRM → Price deviations (where the deviations produced by invoices are reviewed). The section title carries two badges when collapsed: a red one for products out of stock, an orange one for those to order; the "Purchase orders" entry counts orders in progress.

The section only appears if the user holds at least one of the permissions PMS_SHORTAGES ("Create purchase orders", opens shortage management) or PMS_PURCHASE_ORDERS ("Change purchase order status", opens orders and invoices). A third permission, PMS_PURCHASE_APPROVE ("Approve or reject pending purchase orders"), is not enough on its own: the approver is the one the rule designates (see §4.6).

Availability: the procurement module is an optional module of v3, enabled for your organisation; the website's pricing grid presents it as included from the first plan, together with the WMS. It does not depend on the SRM: without negotiated contracts, it works with the last known purchase price.

2Glossary for newcomers

The terms in the order you will meet them, each illustrated with real data from the demo database (collected on 05/09/2026 — the database is shared, another visitor may have changed it).

Order thresholds (product record): Three settings per product: the order limit (per warehouse), the overall stock limit (all warehouses together) and the maximum order limit, which acts as the replenishment target: the quantity suggested in an order tops the stock up to this limit, never beyond it. EFFERALGAN-1G: order limit 12, overall stock limit 15. DOFX (smoke detector): order limit 10, overall stock limit 15, stock 0.
Product statuses (1 to 4): 1 Out of stock 2 To order 3 Taken into account 4 In stock. The status is recomputed on every read from stock and thresholds; only "To order" and "Taken into account" are human decisions that are stored. "Taken into account" means: an order already exists for this shortage. 2 products out of stock (including DOFX and Colludol Maux de Gorge, stock 0), 22 "to order", 6 "taken into account" (including Strepsils Citron: 7 in stock for a limit of 10, an order exists).
Supplier (partner): A partner holding the "supplier" role. A product may have several (multi-sourcing); one is the default supplier of the record. 14 suppliers: SHOP-PHARMACIE.FR, UNILEVER, FACOM, KILOUTOU, KAESER, DARTY-PRO…
Purchase order — CF-YYYY-NNNNN: The purchasing document: one supplier, one delivery warehouse, lines, an amount. The number comes from an atomic sequence per organisation and year: two people creating an order at the same time cannot get the same number. Orders migrated from the previous version keep their original number. 5 orders in the database: CF-2026-001 to CF-2026-005.
The statuses of an order: Draft → Sent → Confirmed → In progress → Delivered, plus Cancelled (possible as long as the order is neither delivered nor cancelled) and Pending approval, set only by the approval engine. Only the draft is editable (lines, quantities, prices); "In progress" and "Delivered" are set automatically by receiving. These are the only seven statuses in v3 — the only addition since the previous version is "Pending approval". Two nuances in the path: a Sent order can be received directly, without going through "Confirmed" (the supplier's explicit acknowledgement is optional); and "Cancelled" can be set from any non-terminal status, never from Delivered. Not to be confused with the order's invoicing status — Not invoiced, Partially invoiced, Invoiced — a second axis, computed from matched supplier invoices. CF-2026-003 Draft (UNILEVER, €3,900.13) · CF-2026-001 Sent (UNILEVER, €1,877.93) · CF-2026-004 In progress (SHOP-PHARMACIE.FR, €248.02) · CF-2026-005 Delivered (SHOP-PHARMACIE.FR, €171.60).
Order line: A product, its reference and label frozen, the stock at the time of ordering, the quantity, the unit price and its source (contract price, tier, last price, manual), a requested delivery date per line, then the received quantity and the remaining quantity. CF-2026-004: EFFERALGAN-1G 50 × €2.09, Doliprane oral suspension 2.4% 20 × €2.81 (contract price), Gaviscon 12 × €3.74, Décontractyl 10 × €4.75 (manual price).
Server-computed amount: The total is computed by the server: sum of the lines rounded to the cent, order-level discount, shipping costs kept apart. It is this amount, excluding shipping, that the approval engine compares with the thresholds. CF-2026-004: €248.02 with €12.50 shipping and a 2% order discount.
Approval rule (validation thresholds): Thresholds are defined in the application, on the Settings → Purchase approval screen (a section reserved for administrators), with the Add a rule button. A rule carries: a name; a minimum amount and a maximum amount (empty = no ceiling) forming the tier [minimum, maximum[; an approval level (1 = first) and a priority to settle two rules of the same level; an approver, either a group (a permission group of the organisation, for instance the administrators) or a named user; the option Allow self-approval (if the requester is one of the approvers, their order is approved outright — leave it off to enforce a second pair of eyes); a split-detection window in days (empty = off), which flags to the approver the close-together orders of the same requester with the same supplier whose total crosses a threshold; and the Rule active switch. On submission, the server compares the order's amount excluding shipping with each tier, level by level: several rules at successive levels form a chain (€1,000 → a manager, €10,000 → management on top). Zero rules configured = orders go out without approval, exactly as before: configuration is activation. No rule in the demo database: the screen shows "No rule: orders go out without approval". Create one during the demo — minimum €1,000, level 1, approver group — (see §9).
Approval request and decisions: When an order crossing a threshold is submitted, the server freezes a snapshot of the amount and the rules, then opens a request. Every decision — approved, rejected (reason required), self-approved, recalled to draft — is added to a log nobody rewrites. Only one pending request per order. To produce in the demo: submit CF-2026-003 (€3,900.13) after creating a €1,000 rule.
Claiming a receipt: A receipt is entered by one person at a time. If a colleague already opened it, the application names them and offers to take over — the takeover is traced, never silent. Open the Goods receipt of CF-2026-001 in two browsers: the second one sees "Receipt already in progress".
Received quantity (absolute): On receipt you enter the observed state of each line ("I received 40"), not a delta. Replaying the entry never counts twice. The status follows on its own: at least one partial line → In progress; all complete → Delivered. CF-2026-005: Spasfon 24/24, Synthol 6/6, Biseptine 15/15 → Delivered.
Splitting into lots: When a perishable product arrives with several expiry dates, an order line is split over several lots on receipt (Split into lots button): each lot carries its expiry date and quantity. CF-2026-001: 80 boxes of Thé Vert Genmai to receive — one lot per expiry date.
Discrepancy notice to the supplier: After a receipt showing discrepancies, a summary e-mail can be sent to the supplier — manually, only if there are discrepancies, with a guard against double sending. Receive CF-2026-001 with 70 beers instead of 80: the notice button appears.
Supplier invoice: The supplier's document, recorded with its number (never generated by GSE-Web), attached to an order. Entered by hand, imported from a Factur-X PDF, or read by AI. It touches neither stock nor the weighted average cost. No invoice in the demo database: enter one on CF-2026-005 during the demo.
3-way matching (ordered / received / invoiced): Line by line, the application compares the invoiced quantity with the received quantity, and the invoiced price with the contract price (if the SRM module is active). The verdict is kept on each line, and the order carries an invoicing status: not invoiced, partially invoiced, invoiced. An invoice at 50 × €2.18 on CF-2026-004 (ordered at €2.09) → price deviation +4.31%, the same example as the SRM guide.
Factur-X / AI extraction: A Factur-X (or ZUGFeRD) PDF embeds an XML: the application reads it deterministically. Otherwise an AI extraction proposes the fields, with a "to be checked" badge — nothing is ever created automatically. The UBL format is explicitly refused. Prepare a test Factur-X PDF for the demo (Import a PDF button).

3How the data fits together

A simple hierarchy: a supplier, orders, lines, then what each line produces in stock and in supplier accounting.

🏢 SupplierThe partner: SHOP-PHARMACIE.FR — ordering e-mail, delivery lead time, negotiated prices if any (SRM)

🛒 Purchase orderCF-2026-004 — status In progress, delivery to warehouse [MEDICAMENTS] - P8, €248.02, €12.50 shipping, 2% discount, requester, holder of the receipt

📄 Order lineEFFERALGAN-1G — 50 ordered × €2.09, 0 received, 50 remaining, requested delivery date, price source

📦 Stock entriesCreated by receiving: one entry per line and per lot, at the line price → the product's weighted average cost (WMS module)

🧾 Supplier invoiceAttached to the order: invoiced lines compared with received lines, invoicing status of the order

⚖️ Price deviationsDeviations detected on the invoice are pushed to SRM → Price deviations for a decision (accept, dispute, regularise)

And around this tree, 5 satellites

Shortages — the product × warehouse × location board, with thresholds and the recomputed status; the natural entry point to a new order.
Approval rules, requests and decisions — configured in settings, applied on submission, logged.
Follow-up notes and attachments — dated comments on the order, attached images (10 MB maximum).
On order — the quantities expected per product and per delivery warehouse, readable from the WMS so nothing is ordered twice.
Notifications — approval request sent to the approvers, decision returned to the requester, discrepancy notice to the supplier.

4Guided tour, screen by screen

In teaching order: first the shortage, then the order, then what it becomes. Each screen is presented with its purpose, how it works, the subtlety to mention and the demo data to lean on.

4.1 — "PMS: Shortage management" (the front door)

What it is for: seeing at a glance what is missing or about to run out, per warehouse and per supplier, and turning a selection into a purchase order in one move.

How it works:

The filters: status, supplier, warehouse, and a free-text search that ignores accents (reference, label, barcode, category, supplier, warehouse).
Every line carries its Out of stock, To order or Taken into account badge, the stock, the thresholds, the supplier and the last receipt date. A "Suppliers of this product" tooltip lists the possible sources.
Tick products from the same supplier: the Create order button becomes active (it stays greyed out if suppliers differ).
A dialog sums up the lines with their suggested quantity, the shipping costs and the delivery address. On confirmation, the order is created as a Draft and the products move to Taken into account.
If a draft already exists for this supplier, the application says so ("Order … already exists") rather than creating a second one.
An Excel export takes the filtered table.

Anti-mistake subtlety to mention Changing a status by hand (for instance forcing "In stock") always opens a confirmation listing the consequences — and reminds you that no stock entry is created by this action. On the next recomputation, a real shortage reappears: the status is not a box you tick to make a problem disappear.

With the demo data: 43 lines on the board. Out of stock: DOFX (smoke detector, 0 in stock for a limit of 10) and Colludol Maux de Gorge. Taken into account: Strepsils Citron (7 for a limit of 10), 1664, Thé Vert Genmai, Mini Yop — UNILEVER and SHOP-PHARMACIE.FR orders already exist for them.

4.2 — "New purchase order" (the magic on the price side)

What it is for: composing an order line by line, with the right supplier and the right price for each product.

How it works:

For each line, the supplier selector shows a green "With negotiated price" section at the top when an SRM contract covers the product (price + contract reference).
The price carries a source badge: ✓ Contract price, ✓ Contract + tier, ⚠ Last price or manual. Tapping the badge unfolds the calculation cascade (see the SRM guide, §5).
The quantity recomputes the price live (volume tiers); the order-level discount and shipping costs are added in the totals; the delivery warehouse and a requested date per line are chosen here.
Save = Draft. Submit = move to Sent… unless an approval rule applies: the application warns beforehand ("This order will need approval before being sent") and the order moves to Pending approval.

Anti-mistake subtlety to mention Lines can no longer be edited once the draft is left. To correct a sent order, cancel it and create another; to correct a pending order, the requester recalls it to draft.

With the demo data: open CF-2026-003 (UNILEVER draft, 3 lines, €3,900.13) to show an order that is still editable; CF-2026-004 shows contract-priced lines and a manually priced line side by side.

4.3 — "PMS: Purchase orders" (the list and the detail)

The list

Counters at the top (drafts, sent, in progress, received), then one row per order: number, supplier, status, amount and receipt state as a percentage. Filters by status, supplier and search. For an approver, a "To approve" badge flags the requests waiting for them.

The detail of an order

Header: number (copyable), supplier with access to its record and its invoices, delivery warehouse, dates, address.
Lines: reference, label, ordered quantity, remaining quantity, price, estimated date — columns of your choice.
Summary: total of the lines, discount, shipping costs, total.
Actions: change the status, download the PDF, send to the supplier, add a follow-up note, attach an image.
Approval block (when a request exists): current level and rule, expected approver, "Suspected splitting" warning if close-together orders with the same supplier add up beyond the threshold, Approve / Reject (reason required, back to draft) / Recall to draft buttons, and the decision history.

The rule to state during the demo "In progress" and "Delivered" are set by receiving, not by a menu. Forcing a status without a receipt triggers a warning: the status describes what physically happened, it does not replace it.

With the demo data: 5 orders, 4 different statuses; CF-2026-002 carries a follow-up note; CF-2026-004 (In progress) and CF-2026-005 (Delivered) are both SHOP-PHARMACIE.FR.

4.4 — "Goods receipt" (WMS → Receipts → Receive goods: the bridge to stock)

What it is for: counting what arrives, line by line, and letting the application create the stock entries and move the order forward. Two interfaces: touch, or PDA (permanent focus on the scanner, the Enter key confirms).

How it works:

Choose or scan a receivable order (Sent, Confirmed or In progress). The application claims it for you: a colleague opening it afterwards sees your name and "Receipt already in progress".
Enter the supplier's delivery note number (required).
Per line: the received quantity (absolute, capped at the ordered quantity), the expiry date for a perishable — with Split into lots for several dates —, the location, a note, photos.
Confirm the receipt: a summary counts the compliant lines, the discrepancies, the shortages, and shows the receipt rate.
Immediate effects: one stock entry per line and per lot (at the line price, hence in the weighted average cost), the received quantities written on the order, the status set automatically (In progress if a line is partial, Delivered if everything is complete), the claim released. A discrepancy notice can then go to the supplier.

Anti-mistake subtlety to mention An interrupted receipt can be resumed: the quantities already recorded are pre-filled (expiry dates, locations and notes not yet sent are not). And if the order's delivery warehouse cannot be found, the application shows an alert and asks you to fix the order — it never picks a warehouse for you.

With the demo data: CF-2026-001 (Sent, UNILEVER, warehouse to be specified) is receivable: 80 packs of 1664 and 80 boxes of Thé Vert Genmai, a perishable that lends itself to splitting into lots.

4.5 — "Supplier invoices" (the check before payment)

What it is for: recording the supplier's invoice and comparing it, line by line, with what was received and with the negotiated price — before paying.

How it works:

+ → "New supplier invoice": supplier, attached order (without an order, no matching is possible), the number printed by the supplier, dates, totals.
Import a PDF: if the file is a Factur-X invoice, the fields are filled from the embedded XML ("Electronic invoice" badge); otherwise an AI extraction proposes a reading with the "to be checked" badge and its warnings. The supplier is recognised by VAT number then by name, the products by their reference.
"Take over the order lines" avoids retyping; every line can be corrected.
Match: the application announces the number of compliant lines, price deviations and quantity deviations, with a verdict per line. An invoice can be disputed; the order moves to "Partially invoiced" or "Invoiced".

The accounting point everybody misses A permanent banner reminds you: the invoice changes neither stock nor valuation (weighted average cost). Stock was valued at the order price on receipt; a price deviation is settled through a credit note or a dispute, never by revaluing.

With the demo data: no invoice in the database. Enter one on CF-2026-005 (Delivered, 3 lines fully received, €171.60): compliant match; then a second one with a changed price to show the deviation.

4.6 — "Purchase approval" (Settings: who must say yes, and from what amount)

What it is for: deciding that above an amount, an order waits for the agreement of a designated person or group — at one or several levels.

Without a rule, the screen says so: "No rule: orders go out without approval". Configuration is activation: nothing changes until you enter something.
Add a rule: name, minimum amount, maximum amount (empty = no ceiling), level, priority, approver (a permission group or a user), self-approval allowed or not, split-detection window in days, rule active.
Several levels chain: level 1 then level 2, each with its approver.
Deleting a rule breaks nothing: pending requests remain approvable on their snapshot.

With the demo data: no rule in the database; the opportunity to show the empty screen and then create one (for instance €1,000 → the administrators group) in front of the prospect.

5From shortage to stock entry, step by step

The module's core mechanism has four beats: the shortage is observed, the order is composed and possibly approved, receiving creates the stock, the invoice is checked. Three worked examples, drawn from the demo database.

Example 1 — the suggested quantity

Current stock

DOFX, MAIN warehouse

→

Order limit

warehouse threshold

→

Recomputed status

Out of stock

stock at zero

→

Suggested quantity

max limit − stock

e.g. 50 − 0 = 50

The DOFX smoke detector is at 0 for an order limit of 10: it is Out of stock. If its record carries a maximum order limit (say 50), the order created from the board suggests 50 − 0 = 50 units: the quantity that brings stock back to its target level, without exceeding it. Without a maximum limit, the quantity remains to be entered. Once the order is created as a draft, the product moves to Taken into account: nobody reorders it by mistake.

Example 2 — the approval threshold

Suppose two rules: "level 1 — from €1,000 → Buyers group" and "level 2 — from €10,000 → Management", self-approval disabled.

CF-2026-004, €248.02: below the first threshold, it goes straight to Sent.
CF-2026-003, €3,900.13 excluding shipping: on submission the application warns, the order moves to Pending approval, the Buyers group is notified; an approval → Sent; a rejection (reason required) → back to draft with a red banner "Order rejected — fix before resubmitting".
A €12,000 order chains both levels: Buyers, then Management.
Two €800 orders with the same supplier within the detection window: the second one carries "Suspected splitting" — the approver decides, the application does not forbid.

Example 3 — receiving in two deliveries, then the invoice

CF-2026-004: 50 Efferalgan ordered at €2.09.

First delivery: you enter "received 40". Effects: 40 stock entries at warehouse [MEDICAMENTS] - P8 at €2.09 (the Efferalgan's weighted average cost moves), remaining quantity 10, status In progress, receipt rate 80%.
Second delivery: you enter "received 50" (the observed state, not "+10"). Effects: 10 more entries, remaining 0, status Delivered, claim released.
The invoice arrives at 50 × €2.18. Matching: quantity compliant (50 invoiced, 50 received); invoiced price €2.18 against €2.09 in the contract → price deviation +4.31%, pushed to SRM → Price deviations where it will be accepted, disputed or regularised. Had the invoice arrived between the two deliveries, it would also have carried a quantity deviation (50 invoiced, 40 received).

The 2 golden rules to remember (classic trick questions) 1️⃣ The PMS never writes stock itself. Receiving creates WMS movements; the invoice touches neither stock nor the weighted average cost — a price deviation is settled through a credit note or a dispute.
2️⃣ Zero approval rules = nothing changes. A rule in place = an unavoidable circuit, with a snapshot of the amount and a decision log: changing the status by hand does not bypass it.

6Suggested quantity and approval thresholds: the decision rules

Suggested quantity = maximum order limit − current stock

Approval = server amount excluding shipping compared with the tiers [min, max[, level by level

The amount is the one computed by the server at submission time, frozen in the request: changing a rule afterwards does not alter a pending request.

Illustrations

Situation	Rule applied	Result
DOFX: stock 0, max limit 50	50 − 0	50 suggested
Product: stock 60, max limit 50	50 − 60 < 0	nothing to suggest: the target is not exceeded
Product without max limit	no calculation	quantity to be entered
CF-2026-004: €248.02, rule from €1,000	below the threshold	goes straight to Sent
CF-2026-003: €3,900.13, rules €1,000 (lvl 1) and €10,000 (lvl 2)	level 1 tier only	one approval, then Sent
€12,000, same rules	level 1 then level 2	two successive approvals
Requester member of the approver group, self-approval enabled	rule with self-approval	"Self-approved", traced in the log
Rule deleted after submission	snapshot kept	the request remains approvable

How to sell it in one sentence "The buyer computes nothing: the application suggests the quantity that brings stock back to its target level, and if the amount exceeds what you have decided, the order waits for the right person's agreement — with a trace of who said yes, and when."

7How it ties into the SRM and the WMS

The procurement module does not live alone: it gets its prices from the SRM, reads its thresholds and stock in the WMS, and entrusts the WMS with writing the entries. Here is the full circuit, module by module.

Step of the circuit	Module	What the PMS does	Demo example
1. The shortage is observed	WMS → PMS	Reads stock and product × warehouse thresholds, recomputes the status; only writes the "To order" and "Taken into account" decisions.	DOFX out of stock, Strepsils taken into account
2. The order is composed	SRM → PMS	Receives the negotiated price (contract, tier, discount) and keeps the price source on each line; without SRM, suggests the last purchase price, flagged in orange.	CF-2026-004: contract-priced and manually priced lines
3. The order is approved	RBAC / Notifications → PMS	The approver is a permission group or a user; the request is notified to the approvers, the decision to the requester.	CF-2026-003 after creating a rule
4. Goods are received	PMS → WMS	Receiving creates one entry per line and per lot, at the line price (weighted average cost); lots and expiry dates are set; the shortage status is recomputed.	CF-2026-001: 1664 and Thé Vert to receive
5. Quality is checked	PMS → Quality	A product under quality control requires a lot on entry; depending on the organisation's policy, the lot is born "To check" and awaits its verdict before it can be issued.	Perishable [ALIM] and [MEDIC]
6. The invoice is checked	PMS → SRM	Matches invoiced and received quantities; checks the price against the contract if the SRM is active (otherwise says so explicitly); pushes deviations to "Price deviations".	Invoice at €2.18 on CF-2026-004
7. The supplier is informed	PMS → Partners / Notifications	Sends the order by e-mail, a discrepancy notice after receipt; supplier record and list of its invoices.	SHOP-PHARMACIE.FR, UNILEVER

To say during the demo "The PMS is the conductor of purchasing, but it never touches stock itself: it asks the WMS to record the entries, and it asks the SRM for prices. That is what guarantees that stock only moves through a traced movement, and that a price only comes from a contract or a deliberate entry."

8The complete workflow in 9 steps

The logical order of use, from setting thresholds to settling the invoice.

Set the thresholds on the product recordsOrder limit per warehouse, overall stock limit, maximum order limit (the replenishment target).
Read "Shortage management"Filter by supplier or warehouse; the statuses are already computed.
Create the order from the selectionProducts from the same supplier, suggested quantities, SRM prices applied: the order is born as a draft, the products move to "Taken into account".
SubmitSent directly, or waiting for approval if a rule applies — the application warns beforehand.
Approve, reject or recallThen move the order to Sent, and to Confirmed once the supplier agrees.
ReceiveClaim, delivery note number, received quantities, lots and expiry dates, photos, confirmation.
Let the status followIn progress or Delivered set automatically; discrepancy notice to the supplier if needed.
Enter or extract the invoiceFactur-X, AI or manual entry; take over the order lines; match; dispute if necessary.
Handle the price deviations in the SRMAccept, dispute, regularise; follow the order's invoicing status.

9Suggested demo walkthrough (~15 min)

Before you start Open https://app.gse-web.online, log in with the account demo@gse-web.online, password gse-web.online (organisation demo) and check that the PMS section is in the menu. The landmarks below were collected on 05/09/2026: the demo database is shared, another visitor may have changed them — glance at the order list before you start. Prepare an invoice PDF (Factur-X if possible) for step 5.

Step 1 · Shortage management — the shortage computes itself (3 min)

Menu PMS → Shortage management. Have them read the three colours: DOFX and Colludol in red (stock 0), about twenty orange lines, Strepsils Citron in blue (an order already exists).

Filter on supplier SHOP-PHARMACIE.FR, tick two [MEDIC] products to order, Create order: show the suggested quantities and the shipping costs, confirm. Back to the board: both products have turned blue.

"The list of what is missing is computed from your stock and your thresholds; you no longer keep it by hand. And as soon as an order exists, the product changes colour: nobody orders it twice."

Step 2 · The created order — the price comes from the contract (2 min)

Open the order you just created (or CF-2026-004): price source badges, server amount, discount and shipping. Tap a ✓ Contract price badge to unfold the cascade.

On your draft, click Submit: without an approval rule, it goes straight to Sent.

"The price is not looked up in a PDF: it comes from the negotiated contract, and the application shows you how it was calculated."

Step 3 · Approval — above the threshold, nothing goes out without agreement (3 min)

Menu Settings → Purchase approval: the screen says "No rule". Create a rule "from €1,000 → level 1 → ADMIN group".

Open CF-2026-003 (UNILEVER draft, €3,900.13) and Submit: the preview announces that approval is required, the order moves to Pending approval. Show the level / approver block, then Approve → Sent. Open the "Decisions" history.

"Above the threshold you set, nothing goes out without a traced agreement — and nobody can bypass it by changing the status by hand. As long as you have not set a rule, nothing changes for your teams."

Step 4 · Goods receipt — stock becomes true (4 min)

Menu WMS → Receipts → Receive goods, choose CF-2026-001 (Sent, UNILEVER). Enter a delivery note number. On 1664, receive 70 instead of 80; on Thé Vert Genmai, Split into lots with two expiry dates; add a photo. Confirm the receipt: summary, receipt rate, status In progress.

Open the Thé Vert Genmai record in WMS → Product list: both lots are there, with their expiry dates.

"Counting on receipt is the only moment when stock becomes true. Here, the entries are created for you, at the order price, lot by lot — and the order moves forward on its own."

Step 5 · Supplier invoices — the check before payment (3 min)

Menu PMS → Supplier invoices, +. If you have a Factur-X PDF: Import a PDF and show the badge and the pre-filling. Otherwise, attach the invoice to CF-2026-005 (Delivered), "Take over the order lines", change the Spasfon price (3.60 → €3.90), save, Match: 2 compliant lines, 1 price deviation.

Show the banner "the invoice changes neither stock nor valuation", then the link to SRM → Price deviations.

"The invoice is compared with what you received and with the price you negotiated. It does not touch stock: a deviation is settled through a credit note, not through accounting tinkering."

Plan B in a minute If time is short: steps 1, 4 and 5 only — "the shortage, the receipt, the check" — in 9 minutes. Approval can be told in one sentence.

10FAQ — tricky questions and ready answers

"How many statuses does a purchase order have?"

Five in the normal cycle — Draft, Sent, Confirmed, In progress, Delivered — plus Cancelled, and "Pending approval" which only the approval engine can set. "In progress" and "Delivered" come from receiving, not from a menu.

"Can an order that has already been sent be changed?"

No: only the draft is editable. A pending order can be recalled to draft by its requester, or rejected with a reason by the approver; a sent order is corrected by cancelling and recreating it. That is what makes the approved amount binding.

"Can two people receive the same order?"

No: the receipt is claimed by one person at a time. A colleague sees the holder's name and can explicitly take over — the takeover is traced. An interrupted receipt resumes with the quantities already recorded.

"Why enter the received quantity as an absolute and not as '+10'?"

Because an observed state can be replayed safely: entering "received 50" twice does not create 100. The stock entries, on the other hand, are indeed successive movements (40, then 10), computed by the server from the entered state.

"Does the invoice update the price of my stock?"

Never. Stock is valued at the order price at the time of receipt (weighted average cost). The invoice is matched and its deviations are handled in the SRM — through a credit note, a dispute or a regularisation. A banner reminds you of this on the invoices screen.

"What if the supplier sends an invoice in UBL format?"

It is explicitly refused on import: the application reads Factur-X (XML embedded in the PDF) and, failing that, proposes an AI extraction. Manual entry always remains possible.

"Does the AI create the invoice on its own?"

No. It proposes a reading of the fields, with a "to be checked" badge and warnings about what it could not read. The user reviews, corrects and saves. Nothing is ever created automatically.

"Can an administrator approve any order?"

No. The approver is the one designated by the rule (a group or a user). Holding the approval permission is not enough, and neither is being an administrator: the application refuses a decision made by someone the rule was not expecting.

"Does the PMS also handle my customers' orders?"

No: customer orders, the portal and the catalogues belong to the OMS module. The PMS is the procurement module — supplier orders, receipts, supplier invoices. Both meet in the WMS, which holds the stock.

"Is there an accounting export of purchases?"

Not today: matching produces a verdict and an invoicing status, not an accounting entry. Do not promise an accounting export of supplier invoices.