Ordering and receipt

An approved request can carry an order reference and move to Ordered. Its lines retain requested quantity, accepted quantity, acceptance time and invoice reference. The Buyer compares what was asked for with what was accepted before moving the request to Received. The supplier and amount remain visible with the original demand.

• Order. Buyer records the order reference on the approved request before marking it Ordered.
• Acceptance. Each purchase line holds requested quantity, accepted quantity and acceptance time.
• Evidence. Attachments and the earlier decision remain linked to the parent request.

The order reference identifies the downstream purchase, but accepted quantities explain what arrived. Compare each line with its requested quantity before marking the request Received. If only part arrived, keep the request in Ordered while the Buyer checks the remaining work. The Auditor can later trace the final request state to its lines, supplier and earlier review decision.

Agree who enters the order reference, who confirms accepted quantities and when a request is ready for Received. Decide how partial acceptance is reviewed before the remaining quantity is recorded.

Choose one buying organization for the first cycle. Identify the person who can correct the record when the case fails a check. Write down the expected decision and evidence for the pilot before people begin using the queue. This makes it possible to distinguish a record awaiting action from a record that is ready to close.

Order a pilot request with two lines. Accept only one line and compare accepted with requested quantities. Confirm it remains on the order queue while the other line is open. Complete the second line and inspect the received record with its order reference.

Ask the next person to open the same parent request and explain the next action from the record itself. They should point to the responsible owner, current status and supporting decision or receipt. If those disagree, return the case to the person who owns the correction and record the reason. Rehearse the failure route as well as the successful one.

• Orders Awaiting Receipt — Find ordered requests and compare their line acceptance with what was requested.
• Received Requests — Open the completed request to check its order reference and accepted lines.

Follow demand and review, tender evaluation and award, then receipt and evidence.