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- Furniture ERP
- Features
- Purchasing and receiving
Purchasing and receiving
Purchasing and receiving gives the team one place to follow the supplier purchase from its source decision to the next handoff. A furniture distributor orders boxed chairs from a supplier. Purchasing Manager checks the purchase price, quantity, currency and supplier before committing. At the dock, Warehouse Operator records what arrived and where it arrived. Accepted, rejected and pending quantities remain separate. Purchasing Manager prepares the supplier commitment and a different authorized reviewer approves its frozen scope. Warehouse Operator records arrivals; a separate acceptance establishes stock that may be used.
OverviewPurchase Approval Queue×
Furniture ERP · Purchasing and receiving
New
Purchase Approval Queue
Approval conditions
| Purchase order number | Supplier | Buyer | Order date | Current total | Status | |
|---|---|---|---|---|---|---|
| PO-67439 | VND-062 | 12 Oct | 900 | Submitted | ||
| PO-86861 | VND-114 | 13 Oct | 290 | Submitted | ||
| PO-96388 | VND-182 | 07 Oct | 550 | Submitted | ||
| PO-36295 | VND-111 | 08 Oct | 780 | Submitted | ||
| PO-21958 | VND-237 | 04 Oct | 350 | Submitted |
6 of 6 records
VND-062Purchase orders · PO-67439
SubmittedOrder date12 Oct
Current total900
What you can do
How the work is organized
- Preparation. The owner checks entity, source document and current revision before submitting work.
- Decision. Purchasing Manager compares the approved purchase with received quantity. Warehouse Operator records what arrived; Warehouse Manager reviews acceptance before stock becomes available.
- Execution. Record the actual quantity or amount against the approved source; retain partial results and linked corrections.
What to agree during setup
Agree the buyer for each entity, approval authority for purchase increases, receiving sites, and how a partial or damaged arrival is reviewed. Decide when the supplier bill can be matched against accepted supply. Test a partial result and a changed document before the team relies on this handoff. Keep the approved revision beside the actual result so the next owner can see what remains.
Assign preparation and approval to different people where the decision controls value or stock. Check entity and warehouse scope with each role; finance keeps bank and valuation details within its own access.
Check the handoff on an actual case
Submit the purchase and inspect its approval history. Record a partial arrival and accept only the good portion. Check that inventory reflects accepted quantity while the rejected or pending portion still has evidence. Have the receiving owner compare the approved scope with actual quantity and unresolved work. Keep the prior decision visible when a case stops or changes.
Retry an already recorded event and check that it does not create a second stock or financial effect. Trace the correction to the original document and explain the remaining quantity to the next owner.
What your team sees
- Purchase Approval Queue — Submitted supplier purchases awaiting an authorized decision.
- Receipts Awaiting Review — Arrivals with quantities still awaiting acceptance.
Follow the work through
Follow the order to delivery and supply and stock processes to see how this work crosses teams. Use implementation to rehearse the handoff.
What it keeps track of
Data model- 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.
- Suppliers
- Entity purchasing counterparties with separately controlled beneficiary data.
- Supplier invoices
- Local supplier debit/credit documents with matching, carrying and separate settlement.
Who uses it
Permissions- Purchasing Manager
- Prepares supplier orders and resolves commercial exceptions.
- Warehouse Operator
- Records arrivals.
- Warehouse Manager
- Reviews receipt acceptance and stock positioning.
- Admin
- Maintains access without taking business approval authority.
Set up Furniture ERP your way.
Start free, then use Proto to change fields, steps and approvals before your team goes live.