Control commitments, receipt quality and stock availability from the first requisition through delivery and returns.
Buy classroom consumables, workshop stock and administrative materials against genuine requirements and approved budgets. Supply purpose helps distinguish reusable operational stock from a service purchase. Receipt, availability and issue still follow the actual product, warehouse and quantity; assigning a term label does not consume inventory.
Buyer: Approve Requisitions and every PurchaseOrder only when another actual person prepared/materially edited the revision and within own converted POApprovalLimit
Buyer: Firm PlannedOrders of Type Purchase and resolve disputed bill evidence without altering the bill's approved accounting
Buyer: Manage draft Requisitions/RequisitionItems, PurchaseOrders/PurchaseOrderItems, VendorReturns and vendor Accounts/ContactPersons except bank fields through reviewed controls
Controller: Approve eligible independent PurchaseOrders above Buyer limits and Requisitions escalation
An independent assigned cost-centre manager acting as Employee, eligible Buyer or Controller approves within the converted PO limit and entity scope.
Products identify their purchasing and manufacturing units, costing method, make-or-buy policy, lead time and lot or serial requirements. Warehouses belong to an entity and distinguish normal stores, WIP, finished goods, quarantine, returns and in-transit custody.
On-hand quantity comes from posted physical movements. Available quantity also considers quality status, expiry, holds and active reservations. A quarantined lot cannot become saleable simply because on-hand exceeds the allocated total.
Reservations identify the exact inventory position and sales-order or work-order demand. Reserve, consume and release act together with current stock checks. An issue or shipment consumes its claim rather than leaving the same quantity both allocated and already gone. Units and serial quantities are validated before posting.
Visible to: Buyer, Quality Inspector, Warehouse Operator. Visibility does not establish approval authority.
Approval conditions.
Requisitions hold the requesting person, cost centre, required date and product or description-only lines. An assigned cost-centre manager acting through Employee authority, an eligible Buyer or Controller reviews the request within the applicable scope and limit, independently of the requester.
Buyer converts approved scope into a supplier order with negotiated price, currency, delivery and coding. Every PO has an independent approver, including orders within a Buyer’s limit. The creating Buyer cannot approve or receive their own order. Another eligible Buyer or Controller records the decision against the complete submitted version.
A changed quantity, price, currency, bank instruction or material coding needs the appropriate revised review. An order is sent through the agreed manual or configured channel after authorization; a local document state is not proof that the supplier received it.
| Product | Warehouse | Lot Number | Expiry Date | Quantity On Hand |
|---|---|---|---|---|
| PRD-9910 | WRH-150 | L26-0865 | 29 Sep | 700 |
| PRD-7488 | WRH-130 | L26-1875 | 16 Sep | 100 |
| PRD-1597 | WRH-120 | L26-2752 | 05 Sep | 800 |
| PRD-8292 | WRH-110 | L26-8473 | 20 Sep | 880 |
| PRD-4438 | WRH-150 | L26-5426 | 22 Sep | 100 |
| PRD-3912 | WRH-140 | L26-2222 | 16 Sep | 700 |
Warehouse Operator records stock arrivals within their warehouse and receiving authority. Pending or rejected goods remain visible in custody, separately from owned, available inventory and its accrual. Quality Inspector accepts or rejects the inspected portions. Partial acceptance leaves the remaining quantity unresolved.
Accepted owned stock posts inventory and GRNI at captured cost. Seller-as-principal drop-ship delivery uses verified title-transfer and customer-delivery events through designated in-transit ownership, with required quality evidence and no fabricated warehouse receipt. Service acceptance supports billing without stock. Cumulative matching cannot reuse goods, direct-delivery or service evidence beyond its remaining scope.
| Receipt scope | Evidence and consequence |
|---|---|
| Physical goods | Arrival quantity, unit, lot or serial and delivery reference |
| Inspected stock | A decision on the exact accepted and rejected receipt portions |
| Services and expenses | Authorized service acceptance against the non-stock order scope |
| Capital purchases | Accepted equipment and approved asset coding |
A physical event and its applicable accounting effect share a durable identity. Repeating a message cannot create another receipt, issue or journal. Posted movements retain their source and original cost; corrections follow linked reversals rather than edits to the balance.
| Movement | Accounting treatment |
|---|---|
| Accepted purchase receipt | Inventory against the receipt accrual |
| Component issue | WIP against raw inventory at the captured issue cost |
| Accepted production completion | Finished inventory against the relevant WIP amount |
| Shipment | Cost of sales against dispatched inventory |
| Warehouse transfer | Paired source and destination legs preserving quantity and value |
| Scrap or approved adjustment | The authorized stock and variance effect |
A vendor return is bounded by the original receipt or direct-delivery event and prior returns. Never-accepted rejected goods leave custody without reversing inventory or an accrual that never posted. Previously accepted goods follow the authorized original-cost reversal and any necessary bill or credit reconciliation.
A vendor credit is required where the financial obligation needs it, rather than for every unaccepted delivery sent back. Physical return, credit approval and settlement have distinct evidence.
Customer returns retain shipment lineage, authorized quantity and actual received custody. Quality Inspector determines restock, repair, scrap or other eligible disposition. Returned goods remain unavailable until that decision, and a credit alone does not prove the inventory is back.
Warehouse Operator picks and packs against approved sales demand and active reservations. Actual dispatch records the customer, order line, lot or serial and cost basis. Partial shipments consume only their own quantities; carrier-label preparation does not ship them.
Counts capture their inventory scope, snapshot and movement lock before comparison. Reviewed variances use current identities and values; stale counts require reconciliation or recount. Controller independently reviews escalated adjustments. Policy permits limited warehouse self-confirmation only for known uncommitted stock and cost; status edits cannot manufacture approval.
Inventory Availability, Pending PO Approvals and Incoming Inspection Queue show the work needing attention. Stock valuation, receipt accrual and billed scope reconcile through their original records, including the controlled opening baseline at cutover.
Reconcile operating activity, review adjustments and produce a locked financial close with traceable group reporting.
Match obligations to accepted work, control payment release and reconcile cash, credits and foreign-currency settlements.
Connect the sales conversation to reviewed prices, customer commitments and the orders finance and operations fulfil.
Control commitments, receipt quality and stock availability from the first requisition through delivery and returns.
Plan the remaining demand, release a stable production plan and trace accepted output back to its material, time and quality checks.
Connect employee changes, approved leave and time to a reviewed payroll run with clear settlement and correction history.
Set the entities, financial rules and approval boundaries that keep commercial, operating and employee records consistent.
Owned net StockLayers/StockMovements at the cutoff by entity, warehouse and costing method reconciled to mapped inventory controls; pending custody excluded, reservations do not reduce ownership value, and remaining WorkOrders.OpenWIP excludes transferred completed/scrapped cost.
| Product | Warehouse | Lot Number | Expiry Date | Quantity On Hand |
|---|---|---|---|---|
| PRD-9910 | WRH-150 | L26-0865 | 29 Sep | 700 |
| PRD-7488 | WRH-130 | L26-1875 | 16 Sep | 100 |
| PRD-1597 | WRH-120 | L26-2752 | 05 Sep | 800 |
| PRD-8292 | WRH-110 | L26-8473 | 20 Sep | 880 |
| PRD-4438 | WRH-150 | L26-5426 | 22 Sep | 100 |
| PRD-3912 | WRH-140 | L26-2222 | 16 Sep | 700 |
Released work-order population due in the period, comparing cumulative accepted terminal output against original approved quantity/cutoff and separately showing cancellations/replans; scrap counts unique rejected units, labour and overhead variances use separate frozen rate/basis evidence, and incomplete/zero-duration intervals are excluded from productivity.
Approval conditions.
Owns financial policy, independent finance decisions, reconciliation, the close and consolidation.
Manage draft ChartOfAccounts, TaxCodes, CostCenters, ExchangeRates, PaymentTerms, BankAccounts, JournalEntries, JournalEntryLines, AccountingPeriods, CloseTasks, CloseDependencies, Budgets, BudgetLines, AllocationRuns, AllocationLines, FixedAssets, AssetBooks, AssetEvents, DepreciationRuns, DepreciationRunLines, RevaluationRuns, RevaluationLines, ConsolidationRuns, ConsolidationEntities, ConsolidationRunLines, ConsolidationAdjustments and TaxFilings through approved revision controlsApprove financial EnterprisePolicies and MasterChanges independentlyApprove Bills with BillItems.MatchStatus exceptions above an eligible cost-centre manager limit or outside policy, never if preparer/material editorApprove eligible independent PurchaseOrders above Buyer limits and Requisitions escalationWorks owned customers, contacts, leads and opportunities and prepares quotes and orders.
Manage owned Leads, ContactPersons, Opportunities, Activities and draft QuotesManage draft QuoteItems only where parent Quotes.Owner = current userCreate customer Accounts/ContactPersons within owned entity through reviewed master workflowCreate draft SalesOrders/SalesOrderItems and submit for approvalOwns commercial masters, customer contracts and the approved sales pipeline within entity authority.
Manage entity Leads, ContactPersons, Opportunities, Activities, draft Quotes/QuoteItems, SalesOrders/SalesOrderItems, Contracts/ContractItems/ContractCycles, PriceBooks/PriceBookEntries and customer Accounts excluding bank fields through reviewed master controlsApprove Quotes within own discount authority and protected margin policy independently when requiredReview unknown-cost/zero-price commercial exceptions under EnterprisePolicies with recorded pricing basisVerify complete SignatureRequests and accepted termsOwns supplier purchasing and independent purchase decisions within authority, without receiving or approving their own order.
Manage draft Requisitions/RequisitionItems, PurchaseOrders/PurchaseOrderItems, VendorReturns and vendor Accounts/ContactPersons except bank fields through reviewed controlsSubmit purchasing documentsApprove Requisitions and every PurchaseOrder only when another actual person prepared/materially edited the revision and within own converted POApprovalLimitFirm PlannedOrders of Type Purchase and resolve disputed bill evidence without altering the bill's approved accountingAn independent assigned cost-centre manager acting as Employee, eligible Buyer or Controller approves within the converted PO limit and entity scope.
Handles physical goods in the assigned warehouse under accepted ownership and exact-stock claims.
Prepare GoodsReceipts/GoodsReceiptItems, StockEvents/StockMovements, InventoryReservations, InventoryCounts/InventoryCountLines and Shipments/ShipmentItems in assigned warehouseReceive goods only when not the PO buyerConfirm eligible no-inspection ReceiptAcceptances and physically receive CustomerReturns/dispatch VendorReturns within approved scopeConfirm DropShipReceipt/DropShipShipment economic effects in the assigned InTransitOut location from verified vendor/customer evidence, independently of the PO buyer and after required quality releaseApproval conditions.
Owns production definitions, planning snapshots, work release and reviewed completion/close.
Manage draft BOMs/BOMComponents, Routings/RoutingOperations, WorkCenters and technical master versions through owning-manager reviewManage MRPRuns, PlannedOrders, draft WorkOrders/WorkOrderComponents/WorkOrderOperationsRun MRP and firm/release WorkOrders using frozen technical/cost versionsReview ProductionCompletions and close WorkOrders after accepted output, pending obligations and Controller variance approval where policy requiresIndependently dispositions exact incoming, in-process, first-article, final and returned-goods scope.
Manage draft QualityInspections and sign immutable disposition evidence when independent of the producing operatorAccept/reject partial ReceiptAcceptances requiring inspectionPlace operations and stock on quality hold and release only the reviewed identity/quantity scopeOpen VendorReturns and set CustomerReturns disposition through guarded evidenceApproval conditions.
Executes assigned operations and records time, throughput and scrap without approving their own output quality.
View assigned WorkOrderOperations and related WorkOrders/WorkOrderComponentsCreate/post immutable ProductionLog observations for own operations with valid intervalsRecord scrap reasonPrepare IssueToWIP StockMovements against valid InventoryReservations and exact source costUses own leave, time and pay records and acts on specifically assigned manager decisions within scope and limit.
Create/submit own LeaveRequests and Timesheets/TimesheetLinesView own Employees, PayStatements/PayStatementLines and LeaveBalancesUpdate own Phone/Address through permitted self-service rulesApprove another employee's LeaveRequests/Timesheets only as assigned eligible Approver or valid delegated actorApproval conditions.
Carry an accepted offer through credit approval, fulfillment and invoice settlement without losing its commercial terms.
8 stages · 3 approvals
Authorize the purchase, match accepted quantities and release a payment instruction with the right independent reviewer.
10 stages · 6 approvals
Convert remaining demand into a released production plan, accepted output and a reconciled work-order cost.
8 stages · 3 approvals
Create your ERP.AI account and get started with Proto.
We use essential cookies to run the site and optional cookies for features, analytics, and relevant content. See Cookie policy
We use cookies to enhance your experience, analyze site traffic, and serve relevant content. By clicking "Accept All," you agree to our use of cookies. You can customize your preferences at any time.
Learn more about how we use cookiesThese cookies are required for the website to function properly. They ensure security, enable basic features like page navigation, and store user session data. You cannot disable these cookies.
These cookies enable additional features that enhance your experience, such as live chat, video playback, personalized content recommendations, and remembering user preferences.
These cookies help us understand how visitors interact with our site by collecting anonymous usage data. This allows us to measure performance, detect issues, and continuously improve the user experience.
These cookies allow us and advertising partners, including X, to deliver ads tailored to your interests. They track browsing habits across sites to provide relevant advertising and measure ad effectiveness.