Purchasing and receiving

Purchasing Manager prepares a supplier order from a requisition or a known demand line. The purchase records its supplier, buying entity, currency, product unit, destination warehouse, price and original promise. A jewelry distributor may replenish stocked items for several dealers or buy for a specific accepted order. In either case, the approved purchase remains a commitment until receipt evidence shows what actually arrived.

The manager reviews changes to quantity, price and promise against the approved commercial scope. A later decrease on one line should not conceal an increase on another. The source request and approved revision remain visible when an order is sent, amended or partly received.

• Supply request. Requisitions retain the needed date, requester, product unit and destination.
• Purchase commitment. Purchase orders preserve the approved supplier, amount, currency and remaining eligible quantity.
• Receipt and bill. Warehouse arrival, accepted stock and supplier charges each retain their own evidence.

Warehouse Operator records the actual arrival. An arrived parcel does not automatically become available inventory. Each line separates accepted, rejected and pending quantity. A confirmation can accept one tranche while another remains under review. The receipt keeps its history as accepted stock is later moved or sold.

Set supplier identity, payment terms and receiving warehouse before the first order. Agree the product’s buying unit and its base conversion. Identify who may decide purchase approval within the stated amount and who handles higher authority. Keep the person recording arrival separate from the buyer’s commercial decision.

Define the receipt evidence needed to confirm a tranche and the standard cost used when it enters owned stock. Decide how to handle rejected goods and supplier credits. Finance should know which accepted receipt quantity is available for bill matching; a supplier invoice alone is not proof that goods arrived or were accepted.

Order a product for a dealer shipment. Record a partial arrival, accept only the sound quantity and leave the balance pending. Purchasing Manager should see the outstanding purchase quantity. Warehouse Manager should see the accepted stock and held remainder separately. Accountant then matches a supplier bill to the accepted receipt quantity, checks the approved net price and tax basis, and keeps any mismatch visible for review. A second bill must not claim the same accepted tranche.

The same case can include a supplier return. Keep the physical return linked to the original receipt and separately settle the commercial credit. This keeps the stock reduction and payable adjustment explainable.

• Purchase approval queue — Submitted purchases with buyer, supplier and amount for the eligible reviewer.
• Receipts for review — Arrivals and partially accepted receipts that need a disposition.
• Warehouse availability — Accepted stock by product, warehouse and custody state.

Follow purchase to accepted stock and review stock control.