Procurement Management in Rivile GAMA: From Requirement to Approved Purchase Invoice

In many companies, procurement control begins with the receipt of a purchase invoice. In reality, however, the procurement process starts much earlier – with a business need that often arises within a department or from an individual employee, requiring immediate action, without a clearly defined process or oversight.

It is at this stage that the most common questions arise:

• Who initiated the purchase?
• Who approved the purchase?
• Who is responsible for the process?
• What was the business need behind the purchase?
• On what basis was the decision made?

Rivile GAMA enables organizations to manage procurement as an end-to-end process rather than a collection of individual documents.

Rivile GAMA provides the essential information you need to understand when it is the right time to purchase goods.

Inventory balances — in the current stock overview you can see:

• FIFO balance – the actual quantity available in the warehouse
• Reserved quantity – items already reserved for customers
• Customer order quantity – items ordered by customers but not yet fulfilled
• Free balance = FIFO balance − reserved quantity − issued quantity

You can rely on standard reports or custom reports tailored to your business processes. Examples of standard reports:

1. Current inventory balances (Service → Statistics → Current inventory balances)

This report considers all quantities and displays separate fields:

• I17_KIEKIS – FIFO balance (actual stock in the warehouse)
• I17_REZERVAS – reserved for customers
• I17_PIRK_UZS – ordered from suppliers
• I17_PARD_UZS – customer orders
• I17_ATIDUOTA – issued quantity
• Free balance = I17_KIEKIS − I17_REZERVAS − I17_ATIDUOTA

2. Item card – “Analytical operation”

Displays the same I17_VPRO table fields as the Current inventory balances report, but for a single item.

3. Inventory balance by date (SYSTEM001217)

Shows the FIFO balance (I17_KIEKIS) for a selected date.
It is not intended to display reserved or ordered quantities — this is a historical report.

4. Inventory balances by GL accounts (SYSTEM001218)

Shows inventory balances according to general ledger accounts, not reservations or orders.

5. Inventory expiration (Service → Statistics → Inventory expiration)

Designed for items with upcoming or expired expiration dates, not for reservations or orders.

6. Item turnover for a period

Shows turnover (quantities sold/purchased), not reserved or ordered quantities.

If you want to see how many items can actually be sold (free balance) and how many are already ordered from suppliers, use the Current inventory balances report. It is the only report that displays all quantities in one place.

When a need arises to purchase goods or services, the most important thing is to ensure that the information is captured and does not get lost.

Using the Rivile GAMA procurement management solution, the procurement process begins with a clearly documented requirement:

• visibility into who initiated the purchase;
• identification of the supplier;
• recording of the planned amount;
• assignment of a responsible employee or department.

This enables organizations not only to register purchases, but also to understand their business context before the purchase invoice is received.

Once a procurement document is entered into the system, it becomes an active part of the procurement process rather than just an accounting record.

From this point onward, the procurement:

• has a clearly defined status;
• is assigned to a responsible person;
• cannot be overlooked or lost within the process.

Importantly, the document is not automatically posted to accounting until it has successfully passed all predefined approval stages.

Procurement approval in Rivile GAMA is based on status management logic.

The system allows organizations to clearly define:

• who is responsible for approving the document;
• when the approval takes place;
• the sequence of approval steps.

A procurement request can progress through multiple stages, for example:

Entered → Manager Approval → Finance Approval → Approved

Until the required approval has been granted, the system prevents the document from moving to the next stage. This ensures clear procurement control, accountability, and proper allocation of responsibilities throughout the process.

When a procurement request reaches the approval stage, designated approvers automatically receive notifications.

They no longer need to:

• search for documents;
• contact accounting for information;
• check multiple systems or email chains.

All relevant information is available through the Rivile MGAMA self-service portal and via email. Managers see only the documents that require their approval, enabling them to make decisions quickly and efficiently.

One of the most important control mechanisms is that only approved procurement documents are posted to accounting.

This means that:

• unapproved purchases cannot be posted to accounting;
• financial data is more accurate and reliable;
• accounting teams no longer need to investigate the status of documents.

The procurement process is considered complete only when all required steps have been fully carried out and approved.

Throughout the entire process, the procurement list provides clear visibility into:

• the current stage of each document;
• who is responsible for the next action;
• why a procurement request has not yet been completed.

This approach to procurement process management eliminates the need for additional Excel spreadsheets, lengthy email chains, and ongoing follow-up calls between employees.

When the procurement process is clearly defined and automated:

• organizational inefficiencies and confusion are reduced;
• the amount of manual work decreases;
• process transparency increases;
• procurement control is strengthened;
• document approval cycles become faster.

Rivile GAMA enables organizations to manage procurement as a structured, end-to-end process—from the identification of a business need to the approval of the purchase invoice and its posting to accounting.

If you're looking for greater control, transparency, and automation, we can help you assess how to effectively structure your procurement management process within your Rivile GAMA environment.

Get in touch with us to discuss the solutions best suited to your organization.