Controls
You stay in control.
We keep the records.
You approve the purchase and any change to its terms. Your staff confirm what arrived. We handle the agreed purchasing work and keep the supporting records.
- You approve the purchase
- You approve a specific product, pack, quantity, supplier account, price, charges, and delivery terms. If those terms change, we ask again. Your designated staff decide whether a product is clinically suitable.
- We agree how to order before we start
- Before the first order, we confirm your supplier accounts, authorized ordering channels, approvers and backups, and receiving contacts. We also agree how to work with your existing software; supplier connections and integrations need to be checked individually.
- We check where the price comes from
- We distinguish contract prices from current quotes and past invoice prices. We check whether the terms apply to your site, pack size, and order date. An invoice can match an order even when the supplier has applied the wrong contract price.
- We check uncertain orders before ordering again
- If we cannot tell whether a supplier accepted or cancelled an order, we follow up for confirmation before taking a step that could leave you with a duplicate order.
- Your staff confirm what arrived
- Your staff record what arrived, what they accepted, and anything missing, wrong, or damaged. A supplier’s delivery notice does not replace that check. These receipts do not track current stock or which products were used for a patient.
- We follow returns through to the credit
- Permission to return an item does not mean the supplier has issued a credit. We track return terms, deadlines, shipping records, charges, and credits separately. We also keep conditional rebates separate from the purchase price until they are confirmed.
- Unresolved work keeps an owner.
- Missing documents, invoice errors, and unresolved returns stay assigned to someone with a next step. We close a purchase only when your staff have accepted the delivery, the financial records reconcile, and all related issues are settled. If an issue cannot be resolved, we explain what is blocked and who owns the next step. Resolution can depend on supplier action or your decision.
- Your accounting team posts and pays
- We send accounting the orders, receipts, invoices, adjustments, and available account codes, and flag anything missing. Your team posts the entries, authorizes payments, handles banking, and closes the books. A purchase ready for accounts payable has not yet been paid.
Where our responsibility ends.
We handle the purchasing work you ask us to take on, using your supplier accounts and agreed terms. We keep the records and send your accounting team the documents they need.
- Purchasing records
- We keep the purchasing records needed to do the work. If you already maintain an item master, we agree which system owns each field and how to keep changes in sync. Any integration needs to be agreed separately.
- Without an enterprise system
- You can use Manoa’s purchasing records and agree a way to send documents to accounting. You do not need an enterprise system to get started.
- Outside the initial service
- Our initial service does not include the general ledger, payroll, staff scheduling, billing, clinical records, inventory valuation, warehouse management, or broad contract negotiation. We do not monitor stock or automatically replenish supplies.
- Before starting live service
- The demo uses fictional documents. Before working with a customer, we need to agree how information will be collected and handled, put the appropriate contracts in place, verify purchasing authority, and confirm supplier channels and day-to-day responsibilities. Those arrangements are separate from the demo.
Questions about your organization’s requirements?
September 2026 · Initial service scope