Purchase to supplier settlement

Step by step

1. Submit the requirement Purchasing Manager

   Purchasing Manager prepares a requisition with the requesting employee, need date and cost center. Retain the material requirement link when planning created the demand.

   • Record the buying need
   • Updates Requisitions, Requisition items, Planned orders

2. Approve the requirement and commitment Purchasing Manager or Finance Manager

   An eligible Purchasing Manager other than the requester approves the submitted requisition before it becomes a supplier order. The submitted purchase order then needs its own independent approval of the current revision. Purchasing Manager decides within the agreed limit; Finance Manager handles a purchase-order escalation when policy requires it. Sending and supplier acknowledgment follow that decision.

   • Approve the request, then independently approve the supplier order
   • Updates Requisitions, Requisition items, Purchase orders, Purchase order items, Approvals
   ApprovalA person approves before the work moves on.

3. Accept the supplied work Warehouse Manager

   Warehouse Manager records arrival and inspection, then approves the accepted quantity. Use service acceptance for a service purchase and retain the completion evidence supporting that decision.

   • Establish accepted goods or services
   • Updates Goods receipts, Quality inspections, Receipt acceptances, Service acceptances
   ApprovalA person approves before the work moves on.

4. Review the bill Accountant and Finance Manager

   Accountant matches the supplier charge to approved prices and accepted quantities. Finance Manager approves the bill after discrepancies are resolved. A disputed amount remains visible until its treatment is agreed.

   • Accountant resolves matching; Finance Manager approves the charge
   • Updates Bills, Bill items, Bill match allocations
   ApprovalA person approves before the work moves on.

5. Release and reconcile payment Finance Manager and Accountant

   Accountant prepares the payment run and Finance Manager independently releases the instruction. Follow transmission and bank confirmation before describing the payment as cleared.

   • Finance Manager releases; Accountant reconciles settlement
   • Updates Payment runs, Payments made, Payment allocations, Bank statement lines
   ApprovalA person approves before the work moves on.

Purchasing Manager

, Warehouse Manager, Accountant, Finance Manager