Purchasing & subcontractors

Review the whole commercial change

Independent purchasing approval binds the submitted revision and its authority basis. Larger or exceptional commitments receive the required Finance Manager decision. A preparer cannot provide the independent approval of their own document.

Amendments retain the original approved total, current proposed scope and cumulative gross increases. This makes the review meaningful when one line increases while another decreases. Changes also account for quantities already accepted, billed or otherwise allocated.

Supplier qualification and payment details have separate owners. A suspended supplier cannot receive new or increased commitments, while permitted fulfillment of earlier commitments retains its history. A blocked supplier requires the relevant hold and resolution; recording an actual arrival does not bypass that control.

Receive material in useful increments

Warehouse Operator records what physically arrived and the supporting delivery evidence. Acceptance can happen in bounded tranches, so part of an arrival can be accepted while the rest remains pending or rejected.

Each accepted tranche carries its actual quantity, unit conversion and reviewed valuation. It creates the eligible inventory and receipt accrual once. Later acceptance of the remainder consumes the existing arrival’s unused quantity rather than inventing a second truck delivery.

Physical receipt is independent of the buyer responsible for the order. Financial cost approval remains a separate decision from observing the material.

Accept the subcontractor's actual work

A subcontract application asks for review of claimed work. The application and its supporting lines remain distinct from the internal acceptance of completed work. Cumulative claims are reconciled to earlier accepted increments and the remaining authorized scope.

Valued accepted work owns its project cost and accrual before a supplier bill arrives. Known-zero work retains actual quantity and evidence without a fabricated monetary accrual. That makes the cost forecast useful during the gap between site completion and invoicing. An unsupported bill stays a matching task rather than becoming evidence that the work happened.

Advances, recovery and retained amounts remain attached to the agreed subcontract. The team can see gross accepted work, current payable amounts and what is held under the contract without turning a payment status into a completion measure.

Match bills to the accepted source

The bill claims exact available receipt or subcontract acceptance allocations. Concurrent drafts reserve their intended scope, leaving only the unused amount for another bill. Price or quantity differences retain their review and financial classification.

For materials, matching clears the allocated receipt accrual; owned material becomes job cost when used. For subcontract work, the bill clears the accepted-work accrual and preserves the job cost already recorded. Only an approved difference adds cost where the selected policy requires it.

Retention release changes the due status or classification of an existing obligation. Payment then settles it with actual evidence. Neither step repeats the accepted work expense.

Returns and corrections retain the original accepted source and any later bill or payment dependencies. Use Procure to pay to follow these reviews through to settlement, including partial work and unresolved exceptions.