Control spending before it happens
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Capture purchase requisitions centrally and approve them before costs are incurred. Every request is assigned a cost center and cost object, approvals follow defined rules, and incoming invoices are automatically matched to the corresponding purchase order.
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Approve with clear rules
control by amount, cost center, or department
Assign orders unambiguously
link each order to its corresponding invoices
Route requests
to the right people – automatically
Keep requests moving
automated reminders prevent bottlenecks
Stay audit-ready
GoBD-compliant documentation, accessible at any time
More than 10,000 companies already rely on Candis
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The purchase process in Candis
Purchase requisitions are created in just a few clicks. Cost center, cost object, and the appropriate approval workflow are suggested automatically – based on previous requests.
Capture the details: Enter vendor, amount, service date, and justification, attach any documents, and you’re done.
Automatic routing: Requests go straight to the right approvers, with reminders to keep things moving.
Approved with confidence: Orders only go through after approval – and every step is fully documented.
It’s often unclear where a purchase approval is stuck. In Candis, the status of every purchase requisition is visible at any time – who needs to approve next and where a request currently stands.
Full visibility: The status of every request is visible from submission through to final approval.
Fewer back-and-forths: All information lives in the system – follow-up questions become the exception, not the rule.
Clear overview: Open, approved, or rejected – every order stays traceable.
Flexible corrections: Rejected or approved requisitions can be edited and resubmitted.
A purchase order number creates clarity on both sides – internally and with vendors. Candis generates one automatically upon final approval.
Clean matching: Use the PO number for invoice reconciliation, vendor communication, and internal tracking.
Fully configurable: Admins set the prefix in the system settings.
Instant notification: Requesters receive an automatic notification including their PO number.
As soon as an invoice arrives, Candis checks automatically whether a matching purchase requisition exists. Cost center and cost object are pulled from the requisition. Status updates automatically.
Automatic matching: Invoices and orders are systematically checked and linked.
Less manual work: Discrepancies are flagged immediately – manual review only happens when it needs to.
Instant status update: Candis marks the requisition as fulfilled or partially fulfilled, depending on how much of the requested amount has been covered.
Complete audit trail: The entire order process is documented in the system and accessible at any time.
The Candis info package
Document every purchase requisition
Before a transaction is posted, it needs to be fully assigned – cost center, responsible party, justification. Candis logs every step from request to approval and prepares the data for accounting export.
Permanently accessible
Purchase requisitions, approvals, and changes are documented automatically.
Fully documented
Every approval in the order process is traceable and audit-proof.
Clearly organized
Keep track of total amounts and open balances by approval status.
Transparent balances
Open purchase requisitions show the remaining amount and outstanding commitments.
A better purchase process for everyone
Leaders want to identify spending early and assign accountability clearly. Candis brings all purchase requisitions into one central process – and delivers both.
Early visibility: Planned expenses are visible with cost center and cost object before they’re incurred.
Informed decisions: Expenses captured early allow for proactive budget decisions before commitments are made.
Clear accountability: Leaders can immediately see which teams are committing which resources — and set priorities accordingly.
Finance teams need to make quick decisions – and they need complete information with every request. Candis makes spending centrally visible and reduces the approval process to what matters.
Faster decisions: Digital approvals speed up procurement and keep projects on track.
Complete information: All details – vendor, amount, cost center, justification – are available at the point of request.
Consistent rules: Every request follows defined criteria, and accountability stays clear throughout.
Employees need purchase requisitions to be simple to submit and fast to approve. Candis keeps administrative overhead to a minimum – and makes it easy to track where an approval stands.
Straightforward process: Requests are submitted digitally – no upfront payment, no extra paperwork.
Live status tracking: The progress of any purchase requisition is visible and traceable in the system at any time.
Fast turnaround: Once approved, requesters receive an automatic notification including their PO number.
FAQs about purchase requisitions
A purchase request is the step that precedes the actual purchase order: expenses are documented and approved before they are incurred and before the corresponding invoice arrives. Approval must take place prior to the expenditure. Once multiple people start placing orders independently, the finance team can quickly lose track of planned costs without a fixed process in place. This is particularly true for expenses that require a decision before the order is placed—such as IT, software, agency services, and project costs.
All employees with access to Candis. The form guides the user through all the necessary details—supplier, amount, date of service, and justification. The cost center, cost object, and appropriate approval workflow are automatically suggested based on previous requests. The request is forwarded directly to the relevant individuals.
Approval is a necessary step in the process that takes place before the order is placed, rather than serving as a retrospective check. No authorized order is created without an approved purchase requisition. This allows the finance team to see exactly what has been requested, what has been approved, and what remains pending—all before an invoice arrives.
Each purchase requisition documents who placed the order and who authorized it. All steps—from initial entry to final approval—are logged in compliance with GoBD standards and can be retrieved at any time. This remains true even months later, for instance, for audits or proof of funding usage.
Requests are automatically sent to the right people - depending on predefined rules. Those responsible are reminded and open requests do not disappear in the inbox. Instead, all the information you need to make a decision can be found directly in the request: supplier, amount, cost center, justification.
Rejected requests remain in the system, including the reason for rejection. They can be modified directly and resubmitted. This ensures the entire decision-making history remains traceable—even if a request goes through multiple rounds.
Candis automatically reconciles incoming invoices with open purchase requisitions. The status updates automatically: if the invoice amount fully covers the requested amount or deviates by less than 10%, the purchase requisition is marked as ‘fulfilled.’ If the invoice amount is more than 10% lower, it is marked as ‘partially fulfilled.’ This makes it immediately clear that another invoice is still outstanding.
A purchase requisition is an internal request made prior to a financial commitment; it is reviewed and approved but does not yet trigger an order with the supplier. The purchase order is the binding order placed subsequently. In Candis, the purchase requisition is not a purchase order, but rather a preliminary approval step.
