Procurement glossary
The terms you will see while using ProcureMind. Your organisation decides its purchasing policies and who may commit funds.
- Extraction
- Structured fields read from a selected email or file. Check and correct them against the source before use.
- Project
- A workspace for one purchase, its related quotes, requirements and recorded decisions. Access is explicitly shared.
- Procurement request
- A recorded buying need. A private draft becomes project evidence only when deliberately shared.
- Requirement
- What you need to buy, including quantities, units and specifications.
- RFQ
- Request for quotation: the scope and questions you send to suppliers so they can offer prices and terms.
- Quotation revision
- A deliberately recorded version of a supplier offer. Reviewing one version does not approve every later version.
- Clarification
- A question or recorded answer used to resolve uncertainty about an offer or requirement.
- Item mapping
- An explicit link between a required item and a quoted line. It does not by itself prove engineering equivalence.
- Semantic comparison
- AI-assisted grouping and explanation of quotation lines by meaning, with source references for human review.
- Award evaluation
- A saved calculation and decision record using selected quotes, costs, quantities, exchange-rate assumptions and human rationale.
- Independent approval
- A recorded review by an eligible person other than the last editor, subject to current access and the applicable review route.
- Proposed action
- A saved suggestion that requires a separate human decision before its supported change is applied.
- Purchase order (PO)
- A buyer document prepared from an approved award. Drafting, approval and PDF issuance are separate steps; issuance does not prove supplier receipt or payment.
- Receiving
- Buyer-recorded delivered quantities, including damaged or rejected items. Voided receipts remain in history but do not contribute to current totals.
- Cost centre
- An explicitly selected organisation classification. It can be used by a reviewed policy rule; it does not grant project access or budget authority.
- Supplier directory
- Identity and contact information deliberately shared with an organisation. A private supplier record is separate.
- Audit evidence
- Recorded changes or decisions and their context. A downloaded snapshot is not signed certification or new authority.
- Integration responsibility
- A human declaration of who should review an integration. It does not transfer credentials or prove provider access.
- Partial result
- An extraction that did not process all expected content. Inspect the original before relying on quantities or totals.
- Retry and recovery
- Checking or repeating an existing attempt through its offered recovery action. Starting fresh can repeat processing and consume more usage.