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- Electronics ERP
- Features
- Purchasing and receiving
Purchasing and receiving
Move a supplier commitment into stock only after arrival and acceptance.
OverviewMy purchase orders×
Electronics ERP · Purchasing and receiving
New
My purchase orders
Purchase orders
| Purchase order number | Supplier | Status | Order date | Buyer | |
|---|---|---|---|---|---|
| PO-27245 | VND-010 | Draft | 14 Oct | ||
| PO-81794 | VND-151 | Submitted | 04 Oct | ||
| PO-46746 | VND-156 | Approved | 06 Oct | ||
| PO-47038 | VND-197 | Sent | 09 Oct | ||
| PO-58983 | VND-083 | Partially received | 14 Oct |
6 of 6 records
VND-010Purchase orders · PO-27245
DraftOrder date14 Oct
What you can do
Run the operating handoff
Purchasing Manager links a supplier commitment to item units, warehouse destination, quantity and frozen commercial cost. The original promise remains alongside any revised promise. When a shipment arrives, Warehouse Operator records actual arrival before another person accepts or rejects a bounded quantity.
An approved purchase order is a commitment, while a receipt is evidence of physical arrival. Accepted stock enters inventory through receipt acceptance; an invoice match then compares the bill with ordered and accepted scope. The team can investigate a mismatch without editing the arrival record.
How the work is organized
- Commitment. Purchasing Manager records supplier, ordered lines, currency and reviewed purchase scope.
- Arrival. Warehouse Operator records what physically arrived against the purchase order, including short or rejected quantities.
- Acceptance. Warehouse Manager decides the accepted tranche; only that quantity becomes owned available stock.
What to agree during setup
Agree who may approve a supplier purchase and who independently accepts arrived goods. Set the warehouse and receiving location before a delivery arrives. Keep the supplier order, actual arrival and accepted tranche separate so a short delivery leaves an open remainder.
Select an order that may arrive in parts. Tell the receiving team how to record damaged or rejected items and what evidence Purchasing Manager needs when contacting the supplier. Accountant should use accepted quantities when matching the supplier bill.
Check the handoff on an actual case
Approve one supplier order and enter an arrival smaller than the ordered quantity. Warehouse Operator records the actual lines and Warehouse Manager reviews the accepted tranche. Compare arrived, rejected, pending and accepted amounts before any stock event posts.
Enter a second arrival for the remaining order quantity. Confirm its receipt does not rewrite the first arrival. Ask Accountant to match a supplier bill against accepted receipt scope, then try a bill quantity above the available accepted scope. Keep the match exception visible for review instead of treating all ordered goods as received.
When an arrival is short, Purchasing Manager can follow the open supplier quantity while Warehouse Manager reviews only the goods on hand. The receiving record should show the date and operator. Accountant can then distinguish an unreceived supplier promise from a billable accepted receipt during matching.
What your team sees
- Open supplier orders — Approved and partly received supplier orders that Purchasing Manager still needs to follow.
- Receipts pending review — Arrivals awaiting Warehouse Manager acceptance, with order and warehouse context.
Follow the work through
Continue with the process and the implementation plan.
What it keeps track of
Data model- Suppliers
- Entity purchasing counterparties with separately controlled beneficiary data.
- 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.
- Match exceptions
- Reserve and consume accepted receipt versus bill quantities/value once.
Who uses it
Permissions- Purchasing Manager
- Owns supplier commitments.
- Warehouse Operator
- Records arrival.
- Warehouse Manager
- Accepts stock.
- Accountant
- Reviews the bill.
Set up Electronics ERP your way.
Start free, then use Proto to change fields, steps and approvals before your team goes live.