Purchasing

Purchasing Manager prepares a requisition and supplier commitment with the receiving warehouse, product unit and original promise. An independent decision precedes approval. Warehouse Operator records the arrival against the exact order line. The arrived quantity is then divided into accepted, rejected and pending portions; acceptance is a separate reviewed action.

• State the need. Purchasing Manager links a requisition to the product unit, supplier commitment and receiving warehouse.
• Approve the whole order. The reviewer sees the full supplier commitment and any increase before the purchase order is approved.
• Accept actual stock. Warehouse Operator records arrival; a separate decision confirms which portion enters owned inventory.

Agree supplier terms, product units, target warehouse, expected dates and currency before ordering. Identify the independent purchase reviewer and the person who confirms receipt acceptance. An arrived carton is not yet available stock.

Rehearse a purchase with a partial arrival and a rejected tranche. Warehouse Operator records what reached the dock. Warehouse Manager confirms the eligible portion, and Accountant matches the supplier bill only to unused accepted quantity. The remaining order and unmatched bill portion must stay open.

If a supplier delivers only part of an order, the receipt records what reached the dock and which portion can enter owned stock. Accountant matches the later bill only to unused accepted receipt quantity. The accepted stock, receipt accrual and bill match keep their source links, so another bill cannot claim the same arrival.

Purchasing Manager should compare the original supplier promise with the amount received and still due. Warehouse Operator retains the arrival evidence even if acceptance is denied. Accountant traces a bill match to the accepted receipt portion and checks that the same quantity has not already been matched.

A second supplier invoice should be checked against the same receipt acceptance before it is posted. The receipt can be physically complete while the bill is still unmatched; these are different pieces of work. Purchasing Manager can then follow up with the supplier on the unreceived balance without changing the quantity already accepted into stock.

• Purchases Awaiting Approval — Submitted supplier orders requiring a commitment decision.
• Receiving Review — Arrivals whose accepted portion still needs confirmation.
• Warehouse Availability — Owned stock available after acceptance posts.

Walk through the related process and use the data model to trace each source record. Set the owners and review boundaries in roles before an operating cycle starts.