Enhance Efficiency
Reduce manual follow-up across buying steps.
Vendor Portal
A procurement workflow built for vendor coordination and request visibility
Converge Buy is a procurement-oriented product direction focused on vendor collaboration, request flow, order visibility, and a more structured buying experience across business operations.
Product Video
Watch Converge Buy in action
Quick Focus
One short walkthrough of the procurement journey
This overview helps explain how Converge Buy can bring request flow, vendor collaboration, approvals, and order visibility together in one streamlined buying experience.
Vendor collaborationRequest trackingApproval visibilityOrder updatesStructured procurement flow
What the video helps explain
It gives a fast understanding of vendor request flow, status visibility, approval movement, and how teams can track procurement activity more clearly.
Vendor Management Overview
A Gen-AI enabled vendor portal for procurement operations and supplier coordination
Converge Buy is designed to digitize and streamline end-to-end procurement operations by bridging your PR system and vendors in one connected workflow.
Vendor Collaboration
Keep supplier interaction in one shared portal.
Ensure Compliance
Maintain approval discipline and audit visibility.
The core workflow blocks users need to understand in one scan
Vendor Onboarding
Registration and approval checks.
Indent / PR Management
Create and route PR requests.
RFQ Management
Collect and compare quotations.
Purchase Order
Issue and track POs.
Invoice Processing
Validate invoices for handoff.
Compliance Management
Track controls and evidence.
Reports and Dashboard
Monitor status and summaries.
ERP / SAP Integration
Sync data with ERP or SAP.
Security and Governance
Protect access and records.
Connected Procurement Flow
Enterprise integration and vendor movement in one governed section
This view explains how enterprise data exchange supports vendor coordination, request movement, and operational flow across the procurement lifecycle.
SAP / ERP Side
Indent / PR master
Purchase orders
GRN and invoice sync
Vendor ledger visibility
Converge Buy Side
Vendor information
PO confirmation
Vendor invoice
RFQ comparison
Invitation
→Submission
→Validation
→Review
→Approval
→ERP / SAP sync
From request initiation to supplier action and enterprise sync, the flow stays structured, visible, and easier to govern across procurement teams.
Roles and Security
Controlled user access for vendors, employees, and procurement governance
Converge Buy supports structured user administration through login controls, permission governance, and secure recovery workflows.
External user
Vendor
Managed through vendor registration and approval flow.
ERP integration supports downstream activation and sync.
Can view orders, invoices, and RFQ-linked activity only.
Internal user
Employee
Managed by admins with role-based access controls.
Can initiate PRs, approvals, dashboards, and reports.
Operates within the internal hierarchy and workflow chain.
Access Controls
Security features that protect the procurement journey
From authentication to permissions, the security layer helps teams keep procurement activity reliable and controlled.
Secure Login Access
Multi-step authentication helps protect user entry points.
Change Password Policy
Password policy controls encourage stronger account hygiene.
Password Recovery
Self-service reset flow helps users regain secure access quickly.
Role-Based Permissions
Granular access separates vendor, purchaser, approver, and admin actions.
Onboarding to Request Flow
A single view of vendor onboarding, workflow movement, and indent processing
This section merges who starts onboarding, how the vendor completes it, how validation moves, and where indent processing picks up next.
Purchaser / Admin
Employee
Creates invitation requests and starts onboarding.
Verifies documents like GST, PAN, and registrations.
Approves vendor details and generates vendor codes.
External partner
Vendor
Receives invite and accesses the onboarding portal.
Submits company, bank, tax, and contact information.
Uploads required compliance documents for validation.
Workflow
Guided onboarding route
01
Create invitation
Purchaser starts the onboarding request.
02
Send invite
Vendor receives portal access and invitation.
03
Submit details
Business and compliance details are submitted.
04
Auto-validate
System and rule checks validate the record.
05
Check review
Internal teams verify documents and profile data.
06
Final approval
Approver clears the vendor for activation.
07
SAP upload
Approved record moves into ERP / SAP sync.
Indent Creation
Users can create indents directly in Converge Buy or sync them from connected ERP data.
Processing
Approval routing, RFQ creation, and live status visibility help teams move requests with control.
Indent Control Center
Request movement, approval governance, and reporting in one section
This view explains how an indent is raised, routed through the approval hierarchy, and tracked through reporting once the request is active.
Request Route
Indent creation flows into governed approval
01
Create Indent
User enters request details, quantity, and requirement notes.
02
Tag Purchaser
Request is assigned to the relevant purchasing owner.
03
Submit
The request moves into the internal review chain.
04
Approval Matrix
Approval rules route the indent through the right hierarchy.
Approval Chain
Level 01
Requester
Level 02
Reporting Manager
Level 03
Dept. Head
Final
Procurement
SubmittedValidatedReviewedApproved
Reporting View
Clean visibility instead of dashboard clutter
Teams can instantly check request health, pending approvals, and ownership context without opening separate report pages.
Approved
845
Pending
124
Multi-Level Closed
32
What teams monitor
- Indent status across draft, pending, approved, and closed stages.
- Approval bottlenecks before RFQ or procurement movement.
- Visibility by requester, purchaser, and reporting hierarchy.
Data outputs
- Role-based visibility for requesters, approvers, and procurement users.
- Export-ready data for audit review and operational follow-up.
RFQ Flow
From RFQ setup to comparison and order-ready decisions
Sourcing begins from approved requests, moves through RFQ setup and vendor participation, and concludes with quote comparison and order progression.
Initiation and Pricing
RFQ requests can be raised for one or multiple approved vendors from indent-linked buying needs.
Vendors receive line-item quantities and due dates.
Pricing, taxation, and lead times are submitted in the portal.
Evaluation and Order
Side-by-side comparisons help approvers review quotes before moving the winning option to order processing.
Comparisons support approval decisions.
PO generation follows selected RFQ outcomes.
RFQ Setup
Configuration before vendor response begins
Source indents
→Selection
→Parameters
→Scheduling
→Line items
→Attachments
RFQ Creation
The sourcing sequence that turns approved demand into live quotation requests
Select Vendors
Choose one or more vendors for the RFQ cycle.
Select Indents
Pick approved PRs or indent lines for sourcing.
Map and Link
Connect vendor options with request requirements.
Verify Scope
Review line items, quantity, and procurement rules.
Trigger RFQ
Send the pricing request for vendor response.
Quote Review Flow
Vendor price submission, verification, and approval in one decision layer
Vendors submit quotes through the portal, the system validates commercial inputs, and approvers move the selected option into the final workflow.
Vendor Price Submission
Commercial line items submitted through the RFQ portal
In Progress
Industrial Pump X20
Submitted by vendor through the RFQ line-item view
Unit
Nos
Total
14,060.00
Sealant Kit A
Submitted by vendor through the RFQ line-item view
Unit
Set
Total
Included
Shipping and Handling
Submitted by vendor through the RFQ line-item view
Unit
Lot
Total
500.00
Grand Total
14,560.00
RFQ Verification
Validation logic before approver comparison begins
75%
Validation Progress
Quote data and commercial checks are evaluated before side-by-side comparison is generated.
Data Completeness
All mandatory pricing, tax, and lead-time fields are populated.
Compliance Validation
Terms and conditions remain aligned with vendor rules.
Anomaly Detection
The system highlights unusual price variance before final comparison.
Approval Selection
Comparison-ready quotes move into the approver matrix
Auto-configured
Lowest quote under review
45,200.00
Authority matrix checks quote thresholds before final approval.
High-value RFQs move through stronger review gates.
01
Reporting Manager
James Sullivan
02
Head of Department
Rachel King
03
Procurement
Workflow Queue
Notify approvers and send to final RFQ workflow.
Decision to Order
Comparison approval, vendor selection, and RFQ-to-PO handoff in one view
Shortlisted quotes move through approval review, recommendation analysis, and final RFQ-to-purchase-order processing.
Approval Flow
Comparison results move through a governed approval route
Evaluation report
Comparison
Shortlisted
Level 01 approval
Manager
Approved
Final authority
Finance / HOD
Approved
Vendor chosen
Selection
PO creation
Comparison Report
A cleaner recommendation view for procurement decisions
Potential Savings
12,450
Recommended Vendor
TechCorp Industries
Total Quotes
3 Qualified
CriteriaRecommendedAlternate 1Alternate 2
Total commercial value45,56049,40046,400
Payment termsNet 60 daysNet 45 daysNet 30 days
Delivery schedule2 weeks3-4 weeks3 weeks
RFQ / PO Tagging
The selected quote stays connected to the ERP order layer
ConvergeBuy RFQ
RFQ-2025-1842
Vendor selected
Status: Approved
SAP / ERP Order
PO-458894
Mapped from selected RFQ
Status: Linked
End-to-end traceability from approved RFQ into PO creation.
One-click navigation between quote selection and ERP order handoff.
Audit-compliant records across procurement and downstream controls.
Order Fulfillment Flow
Purchase order management, acceptance, and invoice processing
Approved orders move to vendors for confirmation, vendors can accept or request changes, and invoice data then flows back into the ERP system for downstream processing.
Internal system
ERP / Purchaser
Approved purchase orders can move automatically into Converge Buy.
Teams monitor pending and accepted PO activity through one connected view.
Reporting and history remain available for transaction tracking.
Vendor portal
Vendor
Vendors review PO line items and confirm or reject acceptance online.
ASN update and shipping details can be submitted after acceptance.
Live PO visibility supports download and follow-through actions.
Connected fulfillment view
One linked path from approved vendor selection to PO confirmation, shipping updates, invoice upload, and ERP receipt handling.
PO Acceptance
The vendor confirms the order or requests changes before dispatch
PO #4500019284
Accept Order
Vendor agrees to pricing, delivery schedule, and PO conditions.
Request Changes
Vendor flags delivery, quantity, or tax concerns before final commitment.
View PO detailsReview taxes and delivery datesTrack vendor acknowledgment status
Invoice Processing
Accepted orders move into invoice submission and ERP receipt handling
Submission and validation
ConvergeBuy Portal
Vendor uploads invoice against the accepted purchase order.
Auto-population maps OCR-ready invoice data into the right fields.
Dirty data checks keep invoice payloads cleaner before sync.
Receipt and posting
SAP / ERP System
Invoice header and line details sync into the backend processing layer.
Receipt posting and GRN-linked transaction checks can continue downstream.
Status updates move back to the vendor portal for visibility.
Access Governance
Administrator controls and user rights in one closing section
Teams can manage user accounts, control access, define authority, and maintain secure permission governance across Converge Buy.
User Management
Admin controls across login, lifecycle, and activity visibility
Employee Login Management
Create and manage logins for purchasers, approvers, and reporting managers.
ERP Integration and Deactivation
Synchronize with ERP status and automatically disable access when employment changes.
User Lifecycle Management
Track user onboarding, active roles, and historical account visibility.
Activity Logs and Notifications
Capture security events, access changes, and notification-driven updates.
User Rights Management
Governance rules for permissions, authority, and review cycles
Role-Based Access Control
Assign structured role access for purchaser, HOD, vendor, and admin journeys.
Granular Permissions
Control view, edit, create, and approve capabilities at the module level.
Approval Limits and Authority
Route requests using configured authority and threshold rules.
Periodic Access Reviews
Review dormant access, verify privileges, and maintain compliance controls.