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- Mining ERP
- Features
- Purchasing
Purchasing
Approve supplier supply and distinguish arrival from accepted stock.
OverviewPurchase approval inbox×
Mining ERP · Purchasing
New
Purchase approval inbox
Approval waits for the purchasing manager
| Purchase order number | Status | Supplier | Approval basis | Buyer | |
|---|---|---|---|---|---|
| PO-41910 | Submitted | Clearwater Lab Services | 780 | Luca Ferri | |
| PO-77248 | Submitted | Canyon Belt Conveyors | 100 | Mei Lin | |
| PO-12722 | Submitted | Canyon Belt Conveyors | 130 | Fatima Bello | |
| PO-61153 | Submitted | Granite Ridge Haulage | 320 | Iris Novak | |
| PO-60823 | Submitted | Canyon Belt Conveyors | 520 | Tariq Hassan |
6 of 6 records
Clearwater Lab ServicesPurchase orders · PO-41910
SubmittedApproval basis780
BuyerLuca Ferri
What you can do
Buy against a real supply need
A Purchasing Manager converts a requisition into a supplier order with buying unit, receiving stockpile, promised quantity and price. The order retains the supplier and original commitment. An amendment that increases spend returns to the right authority; moving value between lines does not conceal the cumulative increase.
How the work is organized
- Source. Retain the approved purchase scope and supplier terms when an arrival is recorded.
- Decision. Purchasing Manager sends increases back for the required spend decision.
- Evidence. Warehouse Operator records what arrived; Warehouse Manager confirms the accepted portion before it enters stock.
A Warehouse Operator records the actual arrival and evidence. A separate acceptance records the quantity accepted or rejected from the same receipt line. Pending quantity stays unresolved. Accepted stock can then create a stock event and receipt accrual, while the Accountant matches a supplier bill against unused accepted quantity. The supplier invoice cannot claim the same arrival twice.
What to agree during setup
Agree the receiving stockpile, buying unit and who can confirm a receipt separately from the person who entered the arrival. Review the roles that can prepare, approve and correct the record. Keep the source revision and its later decisions linked for audit.
Check the handoff on an actual case
Rehearse a supplier delivery that arrives short, with some damaged bags. Preserve the original purchase promise, record the physical arrival and accept only sound quantity. Check the remaining purchase scope and leave damaged quantity outside usable stock. A second bill for the same accepted portion should fail matching.
Check a damaged arrival against its original order line, then confirm that only accepted quantity can be matched to a bill. Ask the receiving role to open the source and confirm the remaining quantity, decision and event date. Preserve a linked correction if an earlier event needs to be amended.
A supplier may send a replacement for damaged stock on a later visit. Keep that arrival on its own receipt line and compare it with the unfulfilled purchase quantity. The Accountant then sees accepted supply rather than a combined delivery total when checking the next bill.
What your team sees
- Supplier order board — Group supplier orders by sent and partial receipt state.
- Purchase approval inbox — Show submitted orders awaiting purchase approval.
- Receipts awaiting review — Show arrivals awaiting an independent acceptance decision.
Follow the work through
Read the main flow and the connected handoff.
What it keeps track of
Data model- Suppliers
- Entity purchasing counterparties with separately controlled beneficiary data.
- 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.
- Receipt acceptances
- Independent bounded disposition tranches against one immutable actual arrival.
- Bills
- Local supplier debit/credit documents with matching, carrying and separate settlement.
- Bill lines
- Supplier charges matched to accepted receipts, with explicit nonstock exceptions.
- Bill matches
- Reserve and consume accepted receipt versus bill quantities/value once.
Who uses it
Permissions- Purchasing Manager
- Owns the supplier commitment.
- Warehouse Operator
- Records arrivals.
- Warehouse Manager
- Reviews stock effects.
- Accountant
- Follows bill matching and Finance Manager handles exceptions.
Set up Mining ERP your way.
Start free, then use Proto to change fields, steps and approvals before your team goes live.