From purchase to accepted stock

Keep supplier approval, arrival and stock acceptance separate.

Step by step

Request supply Purchasing Manager

State the product unit, warehouse and needed date.
- State the product unit, warehouse and needed date.
- Updates Requisitions, Requisition lines
Approve purchase Purchasing Manager

Have an eligible independent reviewer approve the full commitment.
- Have an eligible independent reviewer approve the full commitment.
- Updates Purchase orders, Purchase order lines, Approval decisions
ApprovalA person approves before the work moves on.
Record arrival Warehouse Operator

Record what actually arrived against the approved line.
- Record what actually arrived against the approved line.
- Updates Goods receipts, Goods receipt lines
Accept tranche Warehouse Manager

Confirm the accepted portion separately from pending and rejected quantities.
- Confirm the accepted portion separately from pending and rejected quantities.
- Updates Receipt acceptances, Stock events
ApprovalA person approves before the work moves on.
Match supplier bill Accountant

Match only unused accepted receipt quantity to the supplier bill.
- Match only unused accepted receipt quantity to the supplier bill.
- Updates Bill matches, Supplier invoices

And how to keep it from happening.

A purchase increase escapes the original decision. Review the total commitment again.
Arrival is counted as available before acceptance. Hold it outside owned stock until review.
A bill line claims more than unused accepted receipt quantity. Leave the excess unmatched.
A repeated arrival event points to the same source. Reconcile its identity before another stock posting.

Purchasing Manager: , Warehouse Operator, Warehouse Manager, Accountant.
: Each acts within assigned entity and warehouse scope; an independent decision is recorded against the current source revision.

Start free, then use Proto to change fields, steps and approvals before your team goes live.