Follow the purchase requirement, actual arrival and accepted receipt through bill matching and payment. Teams can see what remains due without treating a supplier invoice or a passed sample as another receipt.
Purchasing Manager prepares the requirement and supplier order with current product, unit, specification and terms. Active supplier scope, buying conversions and actual need are checked before submission. Financial beneficiary changes follow their separate protected review.
Another actual Purchasing Manager approves within finite reviewed authority; Finance Manager approves the required higher-value or financial route. Neither approves their own preparation. Amendments consider proposed total and cumulative positive line increases while preserving fulfilled obligations.
Warehouse Operator independently records actual delivered quantities, source lot, dates and condition. The immutable arrival distinguishes pending goods from accepted and rejected portions. Blocked-supplier arrivals retain their actual held custody and require the specified review.
Independent receiving acceptance confirms an exact remaining tranche after its physical and reviewed cost prerequisites. The tranche posts owned inventory and the goods-received effect once. Accepted stock may remain held for independent Quality Manager release against required results, dates and every applicable restriction.
Accountant matches the bill to accepted, unreturned and unmatched scope. Quantity, commercial price, tax and receipt value remain separate. Required exceptions receive Finance Manager approval before posting; the bill clears the relevant goods-received balance and creates the payable.
Finance Manager independently approves the exact remaining obligation, beneficiary, currency and payment instruction. Prepayment or credit sources retain their own eligibility and active claims; a submitted request cannot be treated as actual bank settlement.
Accountant reconciles actual settlement evidence with the approved instruction. Current cash and payable carrying are relieved once, with any exchange difference separately explained. Uncertain outcomes retain claims until resolved rather than authorizing another spend.
Purchasing Manager follows remaining delivery and return obligations with Accountant. Close requires accepted, returned and outstanding quantities, bills, credits and goods-received balances to reconcile. A supplier return removes actual current descendant carrying and leaves commercial settlement differences for separate review.
What Food & Beverage ERP enforces at each step.
Start free, then use Proto to change fields, steps and approvals before your team goes live.