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- Ceramics ERP
- Features
- Purchasing
Purchasing
Follow supplier commitments from request through accepted receipt and bill.
OverviewPurchases awaiting approval×
Ceramics ERP · Purchasing
New
Purchases awaiting approval
Approval conditions
| Purchase order number | Supplier | Buyer | Current total | Approval basis | Status | |
|---|---|---|---|---|---|---|
| PO-44582 | VND-045 | 700 | 20 | Submitted | ||
| PO-95850 | VND-163 | 500 | 610 | Submitted | ||
| PO-69340 | VND-138 | 420 | 470 | Submitted | ||
| PO-36250 | VND-104 | 620 | 100 | Submitted | ||
| PO-38071 | VND-044 | 440 | 730 | Submitted |
6 of 6 records
VND-045Purchase orders · PO-44582
SubmittedCurrent total700
Approval basis20
What you can do
Keep the operating basis clear
A requisition records the requested item, quantity and needed date. The purchasing manager turns eligible demand into a purchase order with a supplier, buying unit, receiving warehouse, currency and original promise. The order retains its approved total and cumulative increases; reducing another line cannot conceal new spending from approval.
How the work is organized
The warehouse operator records actual arrivals. Arrived, accepted, rejected and pending quantities remain separate. A confirmed acceptance is its own tranche against the original receipt line. Accepted quantity creates stock and receipt accrual on its recorded basis. The accountant matches a supplier invoice to unused accepted quantities, not to a promise on the purchase order.
- Identity. Keep the source record, entity and accountable person attached to each step.
- Decision. Record the reviewer and the exact scope they accepted before the next action.
- Evidence. Preserve actual quantity, date and correction history when execution differs from the plan.
What to agree during setup
For a ceramics operation buying clay or packing material, decide which legal entity owns the purchase and which warehouse receives it. Agree on the buying unit conversion, lot convention, tax evidence and standard cost before the first receipt. Protect supplier bank destinations through separate finance review.
The team should choose one real pilot case and agree on its owner, decision point and exception route. Prepare the source identifiers and opening balances before importing old records. Review access with the person who will perform the work, and make the exception visible to the person who can resolve it.
Check the handoff on an actual case
Rehearse a supplier delivering only part of an order. Record an arrival with a pending portion, then accept one tranche and reject another. Match a bill only to the eligible accepted portion. Check that the remaining order quantity, receipt history and supplier obligation still reconcile after a later return.
Check the final state against the original promise and the accepted source. The reviewer should be able to explain why a partial action left a remainder, which evidence changed it and who approved the next step. Repeat the case after a correction to make sure the original record remains traceable.
What your team sees
- Purchases awaiting approval — Submitted commitments requiring an eligible purchasing or finance decision.
- Receipts awaiting review — Arrivals whose disposition still needs review.
Follow the work through
See the operating process and the data model to prepare the case, assign the decision and reconcile its records.
What it keeps track of
Data model- Suppliers
- Entity purchasing counterparties with separately controlled beneficiary data.
- Supplier bank accounts
- Restricted supplier payment destinations with independent finance confirmation.
- Requisitions
- Operational purchasing demand without automatic spend approval.
- Requisition lines
- Requested product quantities and source demand identity.
- Purchase orders
- Immutable approved supplier commitments; cumulative amendments cannot bypass authority.
- Purchase order lines
- Buy-unit quantities, frozen commercial costs and current accepted scope.
- Goods receipts
- Immutable actual arrivals and separately accepted quantities.
- Goods receipt lines
- Receipt history does not change as accepted inventory moves or is consumed.
- Receipt acceptances
- Independent bounded disposition tranches against one immutable actual arrival.
- Supplier invoices
- Local supplier debit/credit documents with matching, carrying and separate settlement.
- Supplier invoice lines
- Supplier charges matched to accepted receipts, with explicit nonstock exceptions.
- Match exceptions
- Reserve and consume accepted receipt versus bill quantities/value once.
Who uses it
Permissions- Purchasing Manager
- Prepares commitments.
- Warehouse Operator
- Records arrival.
- Warehouse Manager
- Reviews receiving.
- Accountant
- Matches bills.
- Finance Manager
- Handles financial authority.
Set up Ceramics ERP your way.
Start free, then use Proto to change fields, steps and approvals before your team goes live.