Procurement with control at every step
From requisition to payment: approvals, vendor selection, purchase orders, goods receiving and three-way invoice matching.
GamaERP Procurement gives Namibian businesses a controlled purchase-to-pay process. Staff raise purchase requisitions against a selected vendor; requisitions flow through an approval chain; approved requisitions convert to purchase orders in one click; goods are received against the order; and supplier invoices are matched three ways — order, receipt and invoice — before payment.
Vendor records, item catalogues and warehouses are shared master data, so procurement, inventory and accounting always agree on what was ordered, received and owed.
What you get with Procurement
Purchase requisitions with approvals
Requisitions capture the vendor, items and justification up front, then route through submit → approve/reject with comments.
One-click conversion to purchase order
Approved requisitions become purchase orders without re-typing, keeping an auditable link from request to order.
Goods receiving
Receive against the purchase order — fully or partially — and stock levels update in the right warehouse automatically.
Three-way invoice matching
Supplier invoices are checked against the purchase order and the goods received before they are approved for payment.
Vendor management
A single vendor master with contact, banking and tax details, reused across procurement, contracts and accounting.
Printable, emailable purchase orders
Letterheaded purchase order PDFs, sent to suppliers directly from the system.
Procurement — common questions
Can I enforce approvals before anything is bought?
Yes. Purchase requisitions must be submitted and approved before they can be converted to purchase orders, and rejections require a comment so the requester knows why.
What is three-way matching?
Three-way matching compares the purchase order, the goods receipt and the supplier invoice before payment is approved. It prevents paying for goods that were never ordered or never delivered.
Does receiving stock update inventory?
Yes. Goods receipts update stock levels in the selected warehouse immediately, and the values flow through to your accounts.
Which plan includes procurement?
Procurement is included in the Professional plan (N$7,500 per month excl. VAT on a 12-month contract) and the Enterprise plan.
Works together with
Orders & Inventory
Quotes, sales orders, fulfilment and multi-warehouse stock — one flow from first quote to delivery note.
Learn moreAccounting
An IFRS-aligned finance core with NamRA VAT returns, bank reconciliation and a proper year-end close — in Namibian Dollars, from day one.
Learn moreContracts
Milestones, billing schedules and renewal alerts for customer and vendor contracts — nothing slips through.
Learn moreReady to run Procurement the GamaERP way?
Join the early-access waitlist and be among the first Namibian businesses on GamaERP.
Get Early Access