Purchasing and receiving

Purchasing Manager turns a supply need into a supplier order with the correct entity, currency, product unit and warehouse. A purchase order fixes the approved commercial basis. Later increases count cumulatively toward authority, so a series of small amendments cannot avoid review. The original supplier promise stays available beside any revised date. This lets the buyer explain whether a delayed arrival is a supplier change or a new internal plan.

The receiving team records what arrived before anyone treats the goods as owned available stock. Goods receipt lines retain arrived, accepted, rejected and pending base quantities. An independent acceptance covers a bounded tranche of one actual arrival. This distinction matters when a cosmetics shipment contains a damaged carton or a short delivery: the warehouse can record the physical fact without paying for or stocking the full ordered quantity.

• Commitment. Purchase orders and their lines retain price, unit, promise and the approved revision.
• Arrival. Goods receipts capture warehouse, arrival time, source order and physical evidence.
• Acceptance. Receipt acceptances confirm eligible quantities before the stock and financial effects post.

Supplier invoices then match accepted receipts and the purchase basis. A charge without matching stock scope is an explicit exception for Accountant and Purchasing Manager to review. The buyer does not rewrite the receipt to force a bill to match.

Choose supplier records, terms, bank-account review, buying units and tax codes before the first order. Purchasing Manager and Finance Manager should agree authority levels for purchase approval and bill exceptions. Warehouse Manager should define who receives goods and who independently accepts them. Agree how to capture lot numbers on arrival and which locations hold accepted or rejected goods.

For imported or cross-currency buying, the entity, purchase currency and dated rate need an agreed source. Finance should know which posting account carries goods received but not invoiced. Missing or ambiguous rate and posting evidence should be resolved before posting, so the buyer and accountant are looking at the same amount.

Rehearse one purchase for a stocked cosmetic item in a case unit. Record a partial arrival with a lot number. Accept only the sound cartons and leave the rest pending or rejected. Check that inventory rises only for the accepted tranche and that the bill cannot claim a greater accepted quantity. Amend the supplier promise and compare it with the original. Finally, test an increased order total and confirm it returns to the proper decision owner.

• Purchases awaiting review — Submitted commitments with supplier, buyer and current total.
• My purchase orders — The buyer’s own orders and their receipt progress.
• Arrivals pending review — Physical receipts waiting for an acceptance decision.

Use purchase to accepted stock and stock to counted balance. See data model for the source links.