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CLEAR AGREEMENTS. CONFIDENT DECISIONS.

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CREDNCE IN ACTION / Procurement

Materials,
Accounted For.

An approved budget. An order you can account for.

Nana is coordinating materials for a renovation in Accra. The client funds and locks the full agreed deal, including materials, before work begins. Orders and milestone releases draw from that funded allocation—not a later promise to pay.

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Illustrative scenario · Not a customer case study

BUDGET → ORDER → DELIVERYILLUSTRATIVE
500bags ordered
480recorded on arrival
Order recordedCount reconciled
20 bags.Still to account for.
AGREEMENT / EVIDENCE / DECISIONCrednce in action

01 / The allocation

One project. A clear materials allocation.

The client has funded and locked the full accepted service-and-materials deal before execution. This purchase is already included, so Nana identifies its reserved materials allocation before creating the order.

Crednce connects the purchase to that funded deal. If materials are genuinely added later to a service-only scope, the extra must be agreed and fully funded before the added procurement begins. This is new scope not a deferred deposit for existing work.

Materials money and the provider’s service payment remain distinct.

PROJECT BUDGET / EXAMPLE

Illustrative

What does this budget cover?

Full deal funded; materials allocated

Budget coverage
Service + materials
This purchase
Reserved from the fully funded deal
Service payment
Separate from supplier payout
When would the client add funds?

Only for an agreed increase to the original scope or budget. The full original deal is funded before execution; there is no planned later deposit to complete its funding.

Fund and lock the full additional amount before carrying out the added purchase. Do not charge for materials twice when they are already included in the funded allocation.

Allocation is a budget record not evidence of delivery.

02 / The order

An order with details. Not just “buy cement”.

Nana records 500 bags, the agreed bag size and specification, the supplier, the destination and delivery conditions. The client can connect the quote to an actual purchase order.

The purchase order defines the delivery milestone and its required proof. In this example, the supplier payment stays within the locked materials allocation until the agreed delivery is completed and approved.

An accepted order allocates funds. It does not, by itself, release them.

PURCHASE ORDER / EXAMPLE

Illustrative

Cement for the Accra site

Allocated; release pending delivery

Quantity
500 bags
Unit size
50 kg per bag
Specification
As accepted in the quote
Destination
Agreed Accra project site
Payment condition
Completed and approved delivery milestone
Explore the payment instruction

Before an approved milestone release, confirm the supplier details, gross allocation, quoted payout fee and net amount. Any supported direct supplier payment comes from the existing funded allocation; it does not create a second spendable balance or bypass milestone completion.

Confirm that fee treatment matches the accepted supplier quote. A transfer must not quietly leave the supplier underpaid. No fee rate, exchange rate or live transfer is represented in this story.

Payee verification and payout options require confirmation.

03 / The delivery

500 ordered. 480 recorded on arrival.

The delivery reaches the site. The receiving record shows 480 bags, not the 500 on the purchase order. The full delivery milestone is therefore not yet complete; its allocation remains locked pending review or resolution.

The count, supporting photographs and delivery note stay beside the order in Crednce. The parties can discuss a specific shortage rather than lose it inside the overall project budget.

A partly delivered order does not automatically earn the full release.

DELIVERY RECONCILIATION

Illustrative

20 bags still outstanding

Shortage recorded

ordered
500
received
480
outstanding
20
Explore the receiving record

Record who counted the delivery, the relevant order, the quantities and any condition issues. Retain the delivery note and supporting evidence. An invoice alone does not prove receipt.

Does 480 received automatically authorize a partial payment?

No. The agreed milestone here is a complete 500-bag delivery. Record the shortfall and keep the affected allocation pending completion or an approved resolution. The count alone authorizes neither a full payout nor an automatic partial one.

Illustrative counts. No real delivery files are attached.

04 / The response

Make the next action as clear as the shortage.

Nana raises the missing quantity against the order. The supplier can respond with a proposed delivery of the remaining bags or another agreed adjustment.

Until that response is agreed and fulfilled, the 20-bag shortage stays visible and the affected delivery allocation stays pending. A correction or approved resolution determines the release; any effect on the contractor’s separate work is recorded too.

Record the outcome. Do not turn “disputed” into “resolved” by assumption.

ORDER FOLLOW-UP / EXAMPLE

Illustrative

Resolve the missing 20

Awaiting agreement

Original order
500 bags
Recorded receipt
480 bags
Requested response
Deliver the remaining 20
Order state
Outstanding quantity remains
What completes this purchase?

A successful continuation could be receipt and review of the missing bags, or a different documented settlement accepted under the applicable process.

Release the applicable supplier allocation only after the delivery milestone is completed and approved or the agreed resolution authorizes an adjustment. Do not release an unrelated service-fee milestone.

The order, payment and delivery records stay connected.

FULLY FUNDED. RELEASED BY MILESTONE.

Less chasing receipts. More knowing what arrived.

The client can follow the funded materials allocation. Nana can account for the order. The supplier knows what must be completed to earn its release. The shortage cannot disappear into a paid invoice.

  1. 01Fully funded allocation
  2. 02Accepted order
  3. 03Recorded receipt
  4. 04Agreed response
Does procurement have to be part of every deal?

No. Where procurement is included, the full agreed deal value, including the materials budget, is funded before execution. Supplier releases follow completed milestones; the purchase order does not create extra funding or bypass that condition.

BEFORE YOU BEGIN

A few practical
questions.

The example is a starting point. The actual agreement needs to fit your deal.

Does creating a purchase order release money to the supplier?

No. The client funds the full deal first and the order reserves its allocation. Release depends on a completed and approved milestone. A supplier demanding an unsecured advance is not an exception to this rule; the deal needs workable, verifiable milestones before it proceeds.

What if materials were not in the original funded scope?

Agree the additional procurement scope and fully fund and lock its added cost before that work starts. The original service deal must already be fully funded; do not substitute a future deposit for its existing obligations.

Does the shortage prove who is responsible?

Not by itself. Review the purchase terms, receiving record and the supplier’s response before agreeing the outcome.

Crednce requires the full agreed deal amount to be funded and locked before execution. Releases follow completed milestones and the agreed approval or resolution process. Payment partners handle processing and settlement. Confirm supported workflows, locations, currencies, fees, verification services and applicable terms before committing funds.

MORE CREDNCE IN ACTION

All scenarios
LONDON → ACCRAEXAMPLE
LondonAccra.
ILLUSTRATIVE SCENARIOCrednce in action

Construction & renovation

Build Back Home

Your project is in Accra. You are in London. Stay connected to the work.

Explore this scenario

Ama funds and locks the full US$50,000 renovation before the contractor starts. They agree the scope and evidence for every milestone. Completed, approved work earns releases; an agreed scope increase must be funded before the added work begins.

  1. Agree the full renovation scope
  2. Fund and lock the whole deal
  3. Complete and review milestones
  4. Release approved allocations

Illustrative scenario. Full funding precedes execution; it is not an immediate payment to the contractor.

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ACCRA → KUMASIEXAMPLE
20cartons dispatched
18recorded as received
Two still outstanding.Not a completed delivery.
ILLUSTRATIVE SCENARIOCrednce in action

Logistics & delivery

The Final Mile

Dispatched is not the same as delivered. Keep the handover connected to what arrived.

Explore this scenario

The sender funds and locks the full delivery-service fee before dispatch. Twenty cartons leave Accra; eighteen are received in Kumasi. The delivery allocation stays pending until the shortage is resolved under the agreed process.

  1. Agree and fully fund the delivery
  2. Record the pickup handover
  3. Reconcile receipt and any shortage
  4. Release after completed delivery or resolution

The full service fee is funded before dispatch. A discrepancy does not itself establish liability or authorize a payout.

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START WITH THE AGREEMENT

Buying for a project? Start with a clearer order.

Tell us what is being purchased, how it is funded and who needs to account for delivery.

Discuss your procurement workflowSee how Crednce works

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