Complete purchasing cycle
Purchase requisition, request for quote, purchase order, goods receiving, vendor invoice and payment — each document is born from the previous one, with no re-keying of data.
Adm Cloud Module · Purchasing & Accounts Payable
Control every purchase, from request to payment
One module to manage vendors, requisitions, quotes, purchase orders, goods receiving, invoices and payments. Each document flows into the next, with approvals, debt control and tax compliance — no double data entry.
Includes
Purchase orders
Goods receiving
Vendor invoices
Accounts payable
7stages, from request to payment
606DGII report ready (DR)
100% document-to-document traceability
0double data entry between documents
The module
All your procurement and vendor debt, in one place
Adm Cloud's Purchasing and Accounts Payable (AP) module covers the complete procurement cycle: from the moment someone requests a purchase until you pay the vendor. Every step is recorded, approved and connected to inventory, accounting and banking.
Built-in approvals
Requisitions and purchase orders go through approval before execution. Everyone sees what they need to authorize, and no one buys beyond what's allowed.
Control over what you owe
Accounts payable always up to date: debt aging, weekly payment projections, vendor advances and their application. You know who to pay, how much and when.
Features
Everything you need to buy and pay
The module groups documents, transactions and reports under two connected areas: Purchasing (procurement) and Accounts Payable (AP) (debts and payments).
Vendors and categories
Master vendor records with tax data, payment terms, currency and categories to group and analyze them.
VendorsVendor CategoriesPurchase requisitions
Any department requests what it needs through an internal requisition that gets approved before buying. Includes a response-time report.
Purchase RequisitionRequest for quotes
Ask several vendors for pricing and compare their offers before deciding, so you always buy on the best terms.
Request for QuotesPurchase orders
Issue formal orders to the vendor, with multi-level approval and email delivery. A "pending approval" inbox is always in view.
Purchase OrdersPending ApprovalGoods receiving
Record what arrives at the warehouse. A purchase with receiving updates inventory and leaves the order ready to invoice.
Purchases with ReceivingVendor invoices
Record the invoice with its tax receipt (NCF), link it to orders and receipts, and generate the account payable automatically.
Vendor InvoicesOperating expenses
Record expenses that don't go through inventory (services, rent, professional fees) with the correct accounting and tax treatment.
Expense ReportsCredit and debit notes
Adjust what you owe a vendor for returns, discounts or differences, with a direct effect on the account payable.
Credit NotesDebit NotesVendor advances
Issue advance payments and apply them to future invoices. The system tracks the credit balance and deducts it from your debt as you go.
Vendor AdvancesCredit ApplicationAccounts payable
Debt summary and aging, weekly payment projections and pending-reimbursement reports. You know exactly what you owe and to whom.
Accounts PayablePayment ProjectionTax compliance (DR)
Tax receipts (NCF), the 606 report, and ITBIS and ISR withholdings on purchases and payments, ready for the DGII.
NCF606 ReportWithholdingsReports and analytics
Purchases by vendor, by item and in detail, plus a purchasing analysis pivot table to slice the data any way you need.
Purchases by VendorPurchasing Analysis
The workflow
From need to payment, step by step
Each stage generates the next without re-entering information. You can start wherever your operation needs to: a simple purchase can go straight to the invoice, while a complex one can run through the entire process.
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1
Purchase requisition
A department requests what it needs. The requisition is approved internally before the purchase moves forward.
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2
Request for quote
Pricing is requested from several vendors and their offers are compared to pick the best one.
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3
Purchase order
The order is issued to the chosen vendor. It goes through approval and can be sent by email.
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4
Goods receiving
When the product arrives, the receipt is recorded and inventory is updated automatically.
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5
Vendor invoice
The invoice is recorded with its NCF, linked to the order and the receipt. The account payable is created.
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6
Vendor payment
Payment is made applying advances and tax withholdings. The debt is settled and everything is posted to accounting.
The whole journey stays linked: from the invoice you can trace back to the order that originated it, and from the order, the initial requisition. Complete traceability, with no spreadsheets on the side.
Accounts Payable
Never lose sight of what you owe
Every invoice, note and expense feeds your accounts payable in real time. Adm Cloud gives you the tools to decide who to pay, how much and when — protecting your cash flow.
Debt aging
Accounts payable summary by vendor and by due date: what's current and what's overdue.
Payment projection
Estimate weekly payments to anticipate cash outflows and plan your treasury.
Advances and credits
Track advance payments and credit balances, applying them to invoices when appropriate.
Payments with withholding
When paying, apply ITBIS and ISR withholdings as required by law, with the correct receipt and accounting entry.
Tax compliance
Ready for the DGII, with no extra work
Adm Cloud is built for the tax reality of the Dominican Republic. Every purchase is recorded with the information you need to comply — and the reports come out of the system, not a separate spreadsheet.
Tax receipts (NCF)
Record the NCF of each vendor invoice and validate its type. The foundation for the 606 and your ITBIS credit.
606 Report
Generate the 606 purchases and expenses format to report to the DGII, with detailed and summary versions.
ITBIS and ISR withholdings
Calculate and apply withholdings on purchases and payments, with configurable types and groups according to regulations.
Frequently asked questions
We answer your questions
Do I have to follow the entire purchasing workflow?
No. The workflow is flexible: you can record a vendor invoice or an expense directly, with no prior purchase order, or run through the whole process (requisition, quote, order, receiving, invoice) when your operation requires it. You decide how much control you need in each case.
How does Purchasing connect with inventory and accounting?
Goods receiving automatically updates inventory stock, and every invoice, note or expense generates its journal entry and its account payable. The entire module works integrated with the rest of Adm Cloud, with no exporting or re-keying of information.
Do purchase orders require approval?
Yes. Both requisitions and purchase orders can go through an approval process. The system shows an inbox of documents "pending approval" so each responsible person approves what's theirs before the purchase moves forward.
Does it help me comply with the DGII in the Dominican Republic?
Yes. The module handles tax receipts (NCF), generates the 606 purchases and expenses report, and calculates ITBIS and ISR withholdings on purchases and payments. Tax information is captured on the document itself, so reports come straight out of the system.
Can I compare prices across vendors before buying?
Yes. With the request for quotes you ask several vendors for pricing and compare their offers within the system, to choose the best option before issuing the purchase order.
How do I track how much I owe each vendor?
In Accounts Payable you have the debt summary and aging by vendor, the weekly payment projection and advance tracking. So you always know who to pay, how much and when.
Get your purchasing in order and take control of what you owe
Manage vendors, orders, invoices and payments in one place, with tax compliance built in.