Purchasing and receiving

A supplier sends part of an approved order. Warehouse Operator records the actual arrival and its evidence. The receiving review accepts one tranche and rejects another, leaving the arrival history intact. Accountant matches a bill to accepted receipt scope instead of assuming the full order arrived.

• Supplier commitment. Purchasing Manager prepares requisitions and purchase orders in the correct entity, supplier currency and warehouse scope.
• Actual arrival. Warehouse Operator records physical quantities and evidence before anyone decides which receipt tranches become available stock.
• Accepted cost. Accountant matches supplier bills only to accepted receipt quantities and carries unresolved differences forward.

Agree supplier terms, purchase authority and the receipt evidence that Warehouse Operator must capture. Use a reviewer other than the arrival recorder for acceptance. Keep ordered, arrived, accepted, rejected and billed quantities separately on a partial delivery; none should be inferred from the status of another document.

Use a supplier order that arrives short and contains a rejected unit. Warehouse Operator records the full physical arrival. Warehouse Manager reviews each disposition. Accountant matches a bill to accepted quantity and checks the remaining eligible amount before a second bill arrives. Retain the original arrival even if a correction later reverses part of the acceptance.

When the supplier sends a replacement for rejected goods, record the new arrival against its own evidence. Do not turn the old rejected tranche into an accepted one by changing the receipt header. Purchasing Manager can discuss the shortfall with the supplier using the original order quantity and arrival history. Warehouse Manager can see what is physically present and which part is usable. Accountant can explain a bill difference with the accepted receipt lines and any separately approved exception. This lets the team resolve the supplier account without making available stock appear earlier than it did.

Purchasing Manager can also compare the supplier promise with the open line balance after each receipt. A replacement shipment creates its own arrival evidence. When a bill arrives early, Accountant can hold the unmatched amount for review while the accepted stock and the supplier commitment remain clear.

• Open supplier orders — Approved and sent commitments with their current received status.
• Receipts awaiting review — Arrivals whose accepted and rejected tranches still need a decision.

Follow purchase to receipt through arrival and bill match. Use the data model to trace a supplier order line to a receipt line, and roles to rehearse the decision.