1:27 Getting started
Get Ask AI to do a task for you
Ask AI does real work for you, in plain words. Type what you need: here, a purchase request for ten laptops.
See ProcurePulse do the work
Real screens, no slides. Each video shows one task, start to finish, in about two minutes. Captions are a click away: press CC in the player.
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AI · 7 videos
Ask in plain words, or drop a contract or an invoice: AI does the typing and you confirm. Nothing is created until you say so.
1:27 
2:19 Ask AI
Raise a purchase request by just asking
Type “10 Dell laptops for the IT team”. Ask AI drafts the purchase request from your own catalogue, prices and locations. Nothing is created until you confirm.
0:53 Invoices
Upload a vendor invoice and let it fill the form
When a vendor emails you an invoice, open Invoices, and click New Invoice.
0:56 Invoices
Read many invoices at once
Month end, and a pile of vendor invoices? Open the Invoice Reading Queue, under Billing and Payments.
2:14 Contract AI
Drop a contract, get a filled form
Contract AI reads the vendor’s PDF and pre-fills vendor, dates, value, payment terms and schedules, each tagged with the page it came from.
1:39 Amendment AI
Drop an amendment, see what changed
Amendment AI reads the vendor’s addendum against the original contract and lists every change: term, value and clauses.
1:58 Invoice to Assets
From vendor invoice to tagged assets
Attach the invoice: the goods receipt fills itself, each item gets an asset category, and every unit becomes an asset with its serial number, ready for QR tags.
Ask AI: PR to PO · 19 videos
One purchase, from request to emailed purchase order, with Ask AI doing each buyer and approver step, and the rules that stop the wrong person. Nineteen short steps; watch them in order with Play all.
0:35 Ask AI · PR to PO
Draft a purchase request with Ask AI
Say what you need in plain words. Ask AI shows a proposal card, and nothing is created until you confirm.
0:29 Ask AI · PR to PO
Submit the purchase request for approval
Ask AI submits the draft into its approval workflow. The card shows the total before you confirm.
0:24 Ask AI · PR to PO
A buyer cannot approve a purchase request
A buyer asks Ask AI to approve their request and is refused: the account does not have that permission.
0:39 Ask AI · PR to PO
Approve a purchase request as the manager
The manager approves step one through Ask AI. The same person is then refused when they try step two.
0:30 Ask AI · PR to PO
Finance approval, with a remark
The finance officer approves and adds a remark in one sentence. Both approvals are recorded with their time.
0:28 Ask AI · PR to PO
Create an RFQ from the approved request
Name the vendors and a due date. Ask AI creates the RFQ and invites the vendors to quote.
0:58 Ask AI · PR to PO
Vendor: acknowledge the terms and submit a quote
In the vendor portal, the vendor acknowledges the contract and terms, enters a price and submits the quotation.
0:31 Ask AI · PR to PO
Enter a vendor's quote on their behalf
When a vendor quotes by email, the buyer enters the price, tax and validity through Ask AI.
0:45 Ask AI · PR to PO
Compare the quotes and rank the vendors
Ask AI compares the quotes side by side, then ranks the vendors with the evidence behind each score.
0:27 Ask AI · PR to PO
Select the winning quote and get a purchase order
Pick the winning quote. The RFQ closes and a purchase order is created automatically.
0:19 Ask AI · PR to PO
A buyer cannot approve a purchase order
The buyer asks to approve the new purchase order and is refused.
0:28 Ask AI · PR to PO
Approve the purchase order
The administrator approves the purchase order through Ask AI, and the approval is recorded.
0:24 Ask AI · PR to PO
Email the purchase order to the vendor
Ask AI emails the approved order to the vendor as a PDF and records when it was sent.
0:35 Ask AI · PR to PO
Check the purchase order
Find the new order in Purchase Orders, see its status, anything that needs fixing, and the procurement journey.
0:27 Ask AI · PR to PO
Raise and submit a second request
Raise and submit a small request in two sentences, ready for the rejection example that follows.
0:31 Ask AI · PR to PO
Reject a purchase request, with a reason
Ask AI will not reject without a reason. Give one in plain words and the buyer sees it on the request.
0:34 Ask AI · PR to PO
Approve from the request's page, with a remark
Approve from My Approvals and the request's own page, and leave a remark that stays in its discussion.
0:31 Ask AI · PR to PO
You cannot approve your own request
Whoever raised or submitted a request cannot approve it, even an administrator.
0:34 Ask AI · PR to PO
Ask AI respects a read-only role
A viewer can ask questions and get answers, but Ask AI declines to create anything for them.
Getting started · 8 videos
1:01 Getting started
Sign in and find your way around
Open your ProcurePulse address in the browser. You can sign in with your username and password, or with Google if your company uses it.
0:53 Getting started
See what's on your plate in My Work
My Work shows the contract work that's yours: obligations to meet, and contracts you own.
0:56 Getting started
Chase what's waiting in Waiting on you
Waiting on you collects everything that needs you right now: approvals, RFQs, auctions, deliveries, invoices and payments.
0:56 Getting started
Search, filter and export any list
Every list in ProcurePulse works the same way. Here are your purchase requests.
0:49 Getting started
Use notifications
When something changes on your work, the bell at the top tells you how many new notifications you have.
0:50 Getting started
Get around faster with keyboard shortcuts
You can move around ProcurePulse without touching the mouse. Press the question mark at any time to see every shortcut.
0:44 Getting started
Set Out of Office
Going on leave? Open your name at the top right, and choose My Profile.
1:27 Getting started
Get Ask AI to do a task for you
Ask AI does real work for you, in plain words. Type what you need: here, a purchase request for ten laptops.
Purchase requests · 7 videos
2:17 Ask AI
Raise a purchase request by just asking
Type “10 Dell laptops for the IT team”. Ask AI drafts the purchase request from your own catalogue, prices and locations. Nothing is created until you confirm.
1:13 Purchase requests
How to raise a purchase request
Pick the type, cost centre and product from the catalogue; tax, unit and rate fill in, and Budget Availability shows whether the request fits.
0:57 Purchase requests
Save a purchase request as a draft, submit it later
Save what you know as a draft, nothing goes to approvers, then submit it from the Draft tab when you are ready.
0:48 Purchase requests
Track your purchase request through its approvals
The Procurement Journey shows every step: who approved it and when, then the RFQ, PO, goods receipt and invoice, each linked.
1:16 Purchase requests
Raise and approve an emergency purchase
Sometimes goods have to be bought before anyone can approve them: a breakdown at a site, a same-day replacement. Start a purchase request as usual.
1:08 Purchase requests
What happens when a PR goes over budget
Every purchase request is checked against its budget as you fill it in. Here's a big one: laptops for a whole new office.
0:45 Purchase requests
Raise a spend request
Not every spend is a catalogue purchase. For one-off costs, like an event or a service paid directly, raise a spend request. Click New Spend Request.
Approvals · 2 videos
0:55 Approvals
Approve or send back from My Approvals
One inbox for everything waiting on you: filter by type, open the record, approve or reject with a reason.
0:29 Approvals
Approve a purchase order
Check the vendor, lines and total, then approve; the vendor sees the order in their portal straight away.
RFQs & quotes · 7 videos
1:26 RFQs & quotes
Send an RFQ and compare quotes
Once a purchase request is approved, open it and click Create RFQ.
0:55 RFQs & quotes
Turn an approved PR into an RFQ
Once every approver has signed off, the purchase request shows a Create RFQ button. Click it.
0:38 RFQs & quotes
Award an RFQ to the best quote
Every quote side by side with the lowest marked L1. Select the winner and the purchase order is created for you.
0:51 RFQs & quotes
Quote revisions and the deadline lock
Vendors can sharpen their quote until the deadline; every revision stays on record, and only the latest counts.
0:56 RFQs & quotes
Check vendors have accepted your contract and T&C
Vendors must accept your terms before they can quote; the response tracker shows who has, and which version.
0:54 RFQs & quotes
Use sealed quotes
For high-value or sensitive buys, you can keep every quote sealed until the deadline, so nobody can be tempted to share one vendor's price with another.
0:57 RFQs & quotes
Attach contract and T&C templates to an RFQ
When you raise an RFQ, Vendor Obligations lets you attach your contract and your terms and conditions, so vendors quote on your terms.
Reverse auctions · 8 videos
1:25 Reverse auctions
Create a reverse auction
A reverse auction gets suppliers to compete on price, live. The lowest bid wins. Start from Reverse Auctions, and click New Auction.
0:55 Reverse auctions
Invite suppliers to an auction
Step three of a new auction is Suppliers. You invite from your approved vendors. Each one gets a private place to bid, and none of them can see who else was invited.
0:58 Reverse auctions
Set auction rules
Step four sets the rules. First, how long the auction runs. ProcurePulse shows when it will close.
0:55 Reverse auctions
Monitor a live auction
Open the auction to watch it live: your ceiling, the current lowest bid, and the time left.
0:56 Reverse auctions
Award an auction
Here's where the auction stands: three suppliers, ranked by price, still anonymous.
0:40 Reverse auctions
Read an auction's audit trail
Every auction keeps its own record. Open a closed auction and scroll down.
0:40 Reverse auctions
See auction results and savings
Results and Savings, in the Auction Hub, adds up what your auctions have saved.
0:52 Reverse auctions
Bid in a reverse auction
When a buyer invites you to a reverse auction, it shows up under Auctions in your vendor portal. Open it.
Purchase orders · 9 videos
0:59 Purchase orders
Create a PO from the winning quote
The purchase order is built from the quote: same items, prices, delivery date and GST. Nothing to retype.
0:58 Purchase orders
Create a PO from an approved request
Not every purchase needs an RFQ. When a request is approved and you already know the supplier, raise the purchase order directly.
1:21 Purchase orders
Make a direct purchase
For routine buys from a known supplier, raise the PO directly: New Purchase Order, Direct Purchase.
0:56 Purchase orders
Email a PO to the vendor
Once a PO is approved, send it to the vendor from the PO itself.
0:48 Purchase orders
Amend a PO
Plans change after a PO goes out. Click Amend. Pick the line to change and enter the new quantity or price: here, eight docks instead of six. You can also remove lines nothing's been received on, or add new ones.
0:55 Purchase orders
Short-close or cancel a PO
Two ways to stop a PO: cancel it, or short-close it. Cancel when it shouldn't exist at all, like this duplicate. Cancel PO, and confirm.
0:57 Purchase orders
Buy against a rate contract
Rate Purchase lists every rate you've agreed in a rate contract: the item, the vendor, the price and how long it's valid.
0:42 Purchase orders
Fix document-check warnings before sending a PO
Every PO is checked before it goes out: missing tax codes, addresses, wrong totals, unfilled placeholders. The panel at the top says what it found.
0:46 Purchase orders
Track deliveries on the PO Delivery board
Boards, PO Delivery: every open purchase order, by where its delivery stands.
Vendor portal · 3 videos
0:55 Vendor portal
Acknowledge a PO and confirm delivery
In the vendor portal, acknowledge the order and confirm a delivery schedule, split across dates if needed.
0:50 Vendor portal
Send a dispatch notice
Tell the buyer what shipped, with serial numbers, tax invoice and e-way bill details, from the vendor portal.
0:45 Vendor portal
Raise an invoice from an accepted delivery
Bill exactly what the buyer accepted at the PO price; ProcurePulse reads the attached invoice and checks GSTIN, PO and total.
Receiving · 9 videos
1:03 Receiving
Receive goods and inspect them (GRN)
Dispatch Notices lists every shipment vendors have told you about. When a delivery arrives, find its notice.
0:40 Receiving
Inspect a goods receipt: accept and reject quantities
Enter accepted and rejected quantities with reasons; only accepted units can be invoiced, and assets register automatically.
0:45 Receiving
Set or accept a delivery schedule
Once the vendor confirms the PO, agree the delivery schedule. Vendors propose it from their portal; you can also set it yourself.
0:48 Receiving
Record a dispatch on the vendor's behalf
Vendors usually send a dispatch notice from their portal. If one calls or emails instead, record it for them.
1:01 Receiving
Receive a delivery in parts
The first part of the order is here. Find its dispatch notice under To receive.
0:49 Receiving
Record rejected goods
Rejections are recorded when the GRN is inspected, in the Validation Panel.
0:55 Receiving
Return goods to a vendor
Returns start from the GRN the goods came in on: click Return to vendor.
1:01 Receiving
Receive goods without a PO
Some goods arrive with only a bill. Under Inward Assets, Create GRN, pick Direct, no PO.
1:07 Receiving
Confirm a service has been delivered
Services don't arrive in a box. You confirm them with an SRN. Open Create SRN and pick the service PO.
Invoices · 9 videos
0:52 Invoices
Upload a vendor invoice and let it fill the form
When a vendor emails you an invoice, open Invoices, and click New Invoice.
0:49 Invoices
Enter an invoice by hand
A paper bill has arrived. Open New Invoice and pick the purchase order it's for.
0:57 Invoices
Read many invoices at once
Month end, and a pile of vendor invoices? Open the Invoice Reading Queue, under Billing and Payments.
0:57 Invoices
Approve an invoice, and what a refusal means
Pending invoices wait under Invoices. Open the one to approve.
0:52 Invoices
See what's left to bill on each PO line
Line-Item Billing, under Reports, shows every placed PO line: what was ordered, received, accepted, billed, and what's left to bill.
0:38 Invoices
Put an invoice on hold and release it
Hold an invoice with a reason while a question is open; approval is blocked until someone releases it.
0:42 Invoices
What happens when an invoice number is used twice
Vendors sometimes send the same invoice twice: a reminder, a resend, a copy by post. Here, someone uploads an invoice that's already in the system.
0:46 Invoices
Record a payment
The invoice is approved and the money has gone out from the bank. Open the invoice.
1:02 Invoices
Raise a debit note
Goods went back, or never came. A debit note tells the vendor what they owe you. Open Debit and Credit Notes, and click New.
Contracts · 2 videos
2:14 Contract AI
Drop a contract, get a filled form
Contract AI reads the vendor’s PDF and pre-fills vendor, dates, value, payment terms and schedules, each tagged with the page it came from.
1:39 Amendment AI
Drop an amendment, see what changed
Amendment AI reads the vendor’s addendum against the original contract and lists every change: term, value and clauses.
Assets · 33 videos
1:58 Invoice to Assets
From vendor invoice to tagged assets
Attach the invoice: the goods receipt fills itself, each item gets an asset category, and every unit becomes an asset with its serial number, ready for QR tags.
0:49 Assets
Allocate an asset to an employee
Allocations shows who has which asset. To hand one over, start a new allocation.
0:41 Assets
Take an asset back
When someone hands an asset back, find its allocation: search by the asset code, or the person's name.
1:01 Assets
Build an assembly from parts
An assembly groups assets that work as one: a desktop with its monitor, or a machine with its parts. Start a new assembly.
0:54 Assets
Send an asset out on a returnable gatepass
Anything leaving the premises needs a gatepass. Start a new one.
0:51 Assets
Schedule maintenance for an asset
Maintenance keeps track of servicing, calibration and repairs before they're needed. Start a new record.
0:50 Assets
Log a repair
When something breaks, log a repair. Start a new repair request.
0:54 Assets
Record an AMC or warranty
AMC, Warranty and Insurance lists every contract that covers your assets, and flags the ones about to run out. Add a new one.
0:44 Assets
Find an asset and read its history
Open the Asset Register and search: by asset code, name, serial number, category or location.
0:37 Assets
See the assets assigned to you
My Assets lists everything that's been handed to you: the asset, when you got it, and what it's for.
0:49 Assets
Bring in assets against a PO
When ordered assets arrive, go to Inward Assets and choose Create GRN.
0:49 Assets
Register each unit with serial numbers
Register Assets splits what you received into one row per unit: two laptops, two rows.
0:49 Assets
Print QR asset tags
Tag Print opens straight from registration, with the new assets already selected.
0:58 Assets
Move an asset within a unit
Open Asset Movements, New Transfer, and choose Intra-Unit: a move within the same location.
1:45 Assets
Move an asset to another unit
For a move between locations, start a New Transfer and choose Inter-Unit.
1:02 Assets
Run a physical verification campaign
Physical verification runs as a campaign: one location, one window of dates.
0:41 Assets
Confirm your assets in an audit
When an audit starts, you get an email and a notification. Asset Audits, My Pending, lists what you need to confirm.
0:49 Assets
Add an asset by hand
Most assets arrive through a PO or an invoice. For anything else, add it by hand: Asset Register, New.
1:04 Assets
Transfer an asset to another owner
When an asset changes hands, raise an ownership transfer, so the record moves with it.
0:40 Assets
Track all transfers
All Transfers lists every move, within a unit and between units, newest first.
0:57 Assets
Send an asset out for good
When an asset leaves for good, say it's going back to the vendor, security needs a gatepass.
0:51 Assets
Waive a maintenance due
Sometimes a scheduled service isn't needed: the machine was just replaced, or it's out of use.
0:46 Assets
Renew an expiring AMC
AMC and Warranty shows every contract, with the expired and expiring ones a click away.
1:08 Assets
Track where an asset is
GPS tracking is set up once, under Admin, Settings, GPS Asset Tracking.
0:49 Assets
Edit many assets at once
Bulk Edit works in three steps: download, edit in Excel, upload.
0:50 Assets
Bring in assets in bulk from Excel
Bulk Excel Inward registers new assets straight from a spreadsheet.
0:57 Assets
Dispose of an asset
When an asset reaches the end of its life, raise a disposal request.
1:24 Assets
Sell assets in a disposal auction
When an approved disposal is a sale, auction it, so buyers compete on price.
0:50 Assets
Read an asset's depreciation
Depreciation is worked out in runs: one per financial year, for book and for tax.
0:55 Assets
Set depreciation rules
Depreciation rules live under Depreciation, Configuration. Here we look around without changing anything.
0:50 Assets
Transfer consumables between locations
Consumable Transfers moves stock between your locations. Start a new transfer.
3:06 Assets
Account for a lease and its right-of-use asset
Record a lease, preview and approve it, post the month, run the reports and end it early. Every step posts its journal to Tally.
1:25 Assets
See where an asset is, as its tracker reports
Create a device key, attach a tracker to an asset and watch its last position, zone status and battery. An asset that leaves its zone shows as away.
VTR · 8 videos
2:46 VTR
Start a scan audit across your locations
Create a scan audit, choose its locations with the location picker, add the team from RCS and the customer, and activate it.
3:01 VTR
Scan assets on site
Scan a location tag, then asset tags by camera or hardware scanner. Each scan shows at once whether it matched, is misplaced or is not in the register, with a photo as evidence.
3:12 VTR
Review and approve scan results
As the customer's auditor, pick your locations, check each line's photo, GPS and history, approve in bulk, reject with a reason and approve a whole location. Nobody approves a line they scanned.
3:13 VTR
Check a random sample of scans
Draw a random sample within the band your settings allow, re-scan it in verification mode and see each location pass or fail. A failed location can't be approved in bulk.
2:06 VTR
Master view and overrule
See every location rolled up by company, state and location, overrule an approved line with a reason, and have the overrule checker approve it.
2:02 VTR
Tally the audit and follow progress
See what is scanned, approved, missed, misplaced or extra, and follow the audit on the VTR dashboard.
2:00 VTR
Reconcile missing and extra assets
Match approved missing assets against extra finds side by side, keep or ignore the rest, and send a reconciliation request for approval.
1:23 VTR
Confirm the assets you hold: the self audit
An optional self audit, separate from the scan audit: holders accept the assets on their name or say which ones are not with them.
Integrations · 7 videos
1:14 Integrations
A tour of Integrations
See every way ProcurePulse connects to your other systems: API keys, webhooks, the Delivery Log, Excel import and export, File Exchange and Tally.
1:09 Integrations
Give another system an API key
Create a key with only the permissions it needs and an expiry, copy it once with a ready example call, and revoke it the moment it is no longer needed.
1:20 Integrations
Send events to another system with a webhook
Use the built-in Test Receiver, add a signed webhook for asset events, send a test and see the signature verified.
1:59 Integrations
Webhook deliveries, retries and replay
See exactly what a webhook sends when an asset is allocated, how a refused delivery is retried automatically, and how to replay it.
1:25 Integrations
Import employees from Excel, checking every row
Upload a spreadsheet, fix mistakes in the cell, select the valid rows and import only those. Rows that need fixing go back as an error report.
0:54 Integrations
Export the asset register and depreciation journal
Download the asset register to Excel or CSV, and the depreciation journal in generic, Oracle GL or SAP layout.
2:50 Integrations
Connect ProcurePulse to Tally
Send depreciation to Tally as journal vouchers, and bring purchases booked in Tally in as assets. Choose your Tally version and test the connection.
Accounts & budgets · 5 videos
1:09 Accounts & budgets
Create a budget
A budget is a limit on what a cost centre can spend. Open Budgets, and click New Budget.
0:49 Accounts & budgets
How a budget gets used up
Open a budget. Allocated is the limit. Reserved is what approved requests have set aside. Committed is what purchase orders have promised. And actual is what approved invoices have booked. Available is what's left.
0:51 Accounts & budgets
Read a vendor statement
Open Vendor Statements and pick a vendor. At the top: what you owed at the start of the year, what's been invoiced, paid, and noted, and what you owe now.
0:43 Accounts & budgets
Ask a vendor to confirm its balance
Auditors want proof that your vendor balances are right. Start from the vendor's statement.
0:46 Accounts & budgets
Pay vendors in a payment run
Instead of paying invoices one by one, batch them. Open Payment Runs, and click New Run.
Consumables · 3 videos
0:46 Consumables
Add a consumable item
Toner, cables, stationery: things you count, not tag. Add them under Consumables, New.
0:51 Consumables
Issue consumables and check stock
Each consumable shows its stock on hand, its minimum level, and every movement.
0:47 Consumables
Send consumables out on a gatepass
Consumables going out to another office, or coming in from a vendor, move on a gatepass.
Admin · 1 videos
1:19 Admin
Set roles & permissions
Access is set under Admin, Users and Roles. Start with Roles.
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