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Feature · Purchasing
Example screen with sample data
Purchasing
Approve supply commitments, record arrival and match supplier charges to accepted goods.
OverviewPurchase Approval Queue×
FMCG ERP · Purchasing
New
Purchase Approval Queue
Approval waits for the purchasing manager
| Purchase order number | Supplier | Buyer | Status | Approval basis | |
|---|---|---|---|---|---|
| PO-63462 | VND-022 | Submitted | 610 | ||
| PO-20041 | VND-194 | Submitted | 750 | ||
| PO-85059 | VND-123 | Submitted | 340 | ||
| PO-47744 | VND-150 | Submitted | 770 | ||
| PO-83308 | VND-041 | Submitted | 320 |
6 of 6 records
VND-022Purchase orders · PO-63462
SubmittedApproval basis610
What you can do
Connect need, commitment and receipt
Purchasing Manager turns a requisition into a supplier commitment for a named entity and receiving warehouse. The requisition line preserves the product, required quantity and date; the purchase order carries the supplier, currency and approved commercial basis. Independent approval applies to the order revision and its full commitment, including cumulative increases made through amendments.
Arrival is a warehouse fact. Warehouse Operator records what came in, and the receipt line separates accepted, rejected and pending quantity. Accepted goods then enter stock with the applicable valuation evidence. A delivery at the dock does not make every unit available. Accountant matches a supplier bill against accepted receipt tranches so the same physical quantity cannot support two bills.
How the work is organized
- Supply request. Purchasing Manager reviews required products, units, dates and receiving scope before placing a purchase order.
- Commercial decision. Another eligible approver considers the entire current commitment, including increases carried through amendments.
- Physical acceptance. Warehouse Operator records arrival; independent review confirms the usable quantity and its stock effect.
What to agree during setup
Agree who may prepare supplier orders, who may approve them independently and when Finance Manager must review an escalation. Set purchase units and product conversions before comparing ordered and arrived quantities. Confirm that supplier terms, currency and receiving warehouse belong to the same legal entity. Protected supplier bank details follow their own finance review and should not be changed through ordinary purchasing work.
Decide how the team records an incomplete delivery: accepted, rejected and pending parts must add back to the actual arrival. An accepted tranche needs a cost basis before posting. The supplier bill may arrive before all goods are accepted; in that case Accountant should match only eligible receipt scope and keep the remaining obligation visible.
Check the handoff on an actual case
Take one approved order delivered in two visits. At the first visit, the operator records a damaged portion and a clean portion. The accepted portion enters the receiving warehouse; the damaged part stays out of usable stock. At the second visit, the remaining clean goods receive their own acceptance. Purchasing Manager can see whether the supplier still owes units without changing the first receipt’s history.
Accountant enters a bill covering the first accepted tranche. The match reserves the exact receipt quantity and its accrual basis. A second bill for the same tranche must be rejected, while a later bill can use the remaining accepted receipt. If a supplier credit follows a return, keep that commercial correction separate from the physical movement and original purchase authority.
What your team sees
- Purchase Approval Queue — Submitted supplier commitments with buyer and approval basis.
- Receipts Awaiting Review — Arrivals whose accepted quantities still need review.
Follow the work through
Continue with purchase to accepted stock and stock control.
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.
- Bill matches
- Reserve and consume accepted receipt versus bill quantities/value once.
- Bills
- Local supplier debit/credit documents with matching, carrying and separate settlement.
- Bill lines
- Supplier charges matched to accepted receipts, with explicit nonstock exceptions.
- Approval decisions
- Authoritative human decisions independent of document lifecycle.
Who uses it
Permissions- Purchasing Manager
- Prepares supply and reviews eligible purchasing decisions.
- Warehouse Operator
- Records arrivals.
- Warehouse Manager
- Controls receiving exceptions.
- Accountant
- Matches bills, while Finance Manager handles financial exceptions.
Set up FMCG ERP your way.
Start free, then use Proto to change fields, steps and approvals before your team goes live.