Purchasing

Keep supplier and payment details governed

The supplier record establishes the trading identity and accepted payment terms. Purchasing Manager owns the commercial preparation and required independent activation. Supplier status remains part of the eligibility check for new or changed commitments.

Bank destinations have a separate protected version and independent Finance Manager confirmation. An order contact or ordinary supplier edit cannot replace the beneficiary on an approved payment instruction. Warehouse and sales users do not need protected banking details to follow the goods.

The purchase order freezes its supplier, currency, product units, net price, applicable tax and receiving scope. A net price already includes its commercial discount; the subsequent bill cannot apply that discount a second time.

Review the complete commitment

Purchasing Manager prepares an order, while another eligible Purchasing Manager approves within policy or Finance Manager reviews the required higher authority. The buyer cannot approve their own purchase by switching roles.

Amendments preserve the original approved total and the cumulative positive line increases. Review uses the larger of the proposed total and the original total plus those increases. Reducing another line cannot conceal new spending or reset the authority already used.

A submitted or accepted revision remains immutable. Material changes need a successor revision and renewed decisions, and only actual successful sending establishes that the approved purchase was sent.

Record arrivals without assuming acceptance

Warehouse Operator records actual arrival independently of the PO buyer and commercial approver. The receipt identifies its order line, quantity, lot or serial where required, condition and location. The supplier document supports the evidence but cannot approve its own receipt.

Arrived quantity is divided into accepted, rejected and still-pending portions. Rejected or unresolved goods do not become usable owned stock just because a delivery arrived. Required inspection adds independent Quality Inspector release of the exact accepted quantity. Stock then needs the reviewed standard and receipt valuation before its quantity and financial effects post together.

Receiving history remains unchanged as the goods are put away, picked or consumed. Later partial acceptance records a distinct confirmed tranche against the same immutable arrival, preserving each tranche’s quantity and valuation. Partial receipts consume only the remaining approved supply.

Match the bill to accepted supply

Accountant matches each supplier line to unused accepted receipt quantities and the approved commercial basis. The match reserves its exact quantity and original receipt accrual, preventing another bill from claiming the same goods.

The bill clears that accrued receipt value and identifies the applicable price or rate difference. It does not debit the full inventory value again. Purchase tax follows its configured recoverable or nonrecoverable treatment, with a reviewed destination for any capitalized charge.

Finance Manager reviews mismatches and non-PO exceptions. A financial exception cannot independently change a purchase commitment; any required order amendment still follows purchasing approval. Genuine nonstock charges use their expense basis without inventing a warehouse receipt.

Reconcile returns and the remaining obligation

Supplier returns trace the original received quantity and its current remaining stock descendants. Actual return movement removes the applicable current carrying value, while the commercial credit retains the original price and tax basis. Those amounts may differ after a standard-cost change.

The physical return, supplier credit and settlement remain separate evidence. Unbilled returns clear their receipt accrual; billed returns use return clearing until supplier credit. Mixed portions retain separate sources, and no event releases a quantity twice. The remaining purchase, receipt and invoice obligations stay visible until explicitly resolved.