Purchasing and receiving

Purchasing Manager takes an operational requisition into a supplier order with an entity, currency and receiving scope. The approved revision holds the supplier, quantities, prices and authority basis. An amendment that increases one line is reviewed against its cumulative increase, even if another line falls. This keeps the spend decision tied to the real commitment rather than a convenient new total.

Warehouse Operator records what actually arrived at the dock. The arrival can contain accepted, rejected and pending quantities; only the accepted tranche supports owned stock. The receipt remains an historical source after material moves to a different location or is consumed. Accountant later matches the supplier bill to unused accepted quantities and the original approved commercial basis.

• Commitment. Confirm the buying entity, supplier terms and receiving warehouse.
• Receipt. Keep arrival and acceptance evidence distinct, including lot where recorded.
• Match. Trace each billed quantity back to its accepted receipt line.

Set an approval limit and name the independent reviewer for purchases that exceed it. Agree who can accept a receipt after the operator records arrival, and where rejected goods sit pending a decision. Decide how supplier invoice discrepancies reach Finance Manager; a financial exception does not itself amend the purchase order. The receiving team needs locations and units ready before the first physical delivery.

Order a product with a supplier delivery split across two arrivals. Record the first arrival with an accepted portion and a pending portion. Check stock for only the accepted quantity. Match one bill to that accepted portion, then attempt to match it again: the same receipt quantity should be unavailable. Amend the second shipment quantity and verify the approval basis still includes the original commitment and positive increases.

When a supplier sends the balance later, record a new arrival against the remaining approved purchase scope. The first receipt remains the source for its own accepted stock and invoice match. If a return follows, connect the physical quantity to the original receipt and keep the supplier credit separate from the warehouse movement. This makes a partial supply dispute reviewable by both purchasing and finance.

When the bill arrives before the final tranche, Accountant can match only the accepted receipt quantity. Purchasing Manager can still see the open supplier commitment, and Warehouse Manager can see the pending dock quantity. Those answers stay separate until another acceptance or a supplier correction is recorded.

• Purchase Approval Queue — Show submitted commitments to the eligible reviewer.
• Receipts Awaiting Review — Separate arrived goods from accepted stock.

Follow the operating process and use the data model when mapping source records.