Announcements · · 4 min read
Procure to Pay in Muin: From a Request to a Posted Bill
Purchase requests with budget and fund checks, approvals on web and phone, quotes, purchase orders, receiving, bill matching, posting and recorded payments, in one place.
FT
Falaah Team
A program manager needs 30 laptops for the after-school program. Today that is an email to the director, a spreadsheet of quotes, and a bill that arrives weeks later that nobody can tie back to the request.
Procure to pay in Muin keeps that whole purchase on one record, from the request to the payment.
Ask in plain words
- Open Muin for Spend > Requests and choose New request.
- Type what you need, for example “30 laptops for the after-school program by March”, and choose Draft it for me.
- Muin drafts the items for you to check and edit.
- Pick the program, and the fund or grant that pays.
- A restricted fund or grant that cannot pay for a category is refused when you submit, with the line to change.
- After you submit, the request shows who it is waiting on.
The right approver
- Approval tiers are set by amount in Settings > Approvals.
- Each tier means “up to and including this amount goes to this approver.”
- A request that no rule covers is held until someone adds a rule. It is never approved by default.
- The approver sees the requester, the amount, the budget left and any fund or grant restriction.
- Rejecting needs a reason, and the requester sees it.
- An approver who is away can delegate. The history shows “Ana Ruiz on behalf of Omar Haddad.”
- Approvers can decide on their phone in Muin Go, with the same budget and fund facts.
Quotes when the rules ask for them
- The number of quotes comes from your approval rules, and from the grant’s rules when the purchase is grant-funded.
- Start a quote request from an approved request, invite vendors, and record each quote with its document.
- The Compare tab shows the quotes side by side, with the lowest marked.
- Awarding with fewer quotes than required needs a written reason.
- Awarding drafts the purchase order for you to send.
Order, receive, match
- The purchase order goes to the vendor by email.
- Record a delivery from Muin for Spend > Receiving or from the PO with Record receipt.
- Partial deliveries leave the rest open on the PO.
- A quantity above what is still open is refused.
- At the door, the Receiving tile in Muin Go records the quantities and a photo of the packing slip.
- Each bill is checked against its purchase order and the delivery.
- Differences at or under your match tolerance match on their own. Larger ones open a review task.
- Accepting a difference needs a reason, saved on the bill.
Split, post, pay
- Split a bill across funds, programs and grants. The lines must add up to the bill.
- A grant that does not allow a line’s category is refused on that line.
- Posting creates one journal entry: the expense lines are debited and Accounts Payable is credited.
- Voiding a bill reverses its journal entry.
- Add the posted bill to a payment run.
- Your organization pays each vendor from its own bank account. Muin records the payment so the bill closes.
- 1099 totals come from what you actually paid, net of early-pay discounts. Card payments are left out.
For auditors
- Each purchase order has an Audit trail panel: every step from the request to the payment, read-only.
- Muin for Spend > Reports covers spend by fund, program and grant, cycle time, maverick spend, open POs, unmatched bills and approvals by approver, each with a CSV export.
Price and how to start
- Procurement and Contracts make up the Spend Module.
- $50 a month as an extra module.
Read the steps:
See pricing for plans and modules, or the Procurement module page.