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- Oil & Gas ERP
- Features
- Purchasing
Purchasing
Turn supplier demand into reviewed commitments, accepted receipts and matched bills.
OverviewPurchase Approval Queue×
Oil & Gas ERP · Purchasing
New
Purchase Approval Queue
Approval conditions
| Purchase order number | Supplier | Buyer | Current total | Status | |
|---|---|---|---|---|---|
| PO-81290 | VND-130 | 430 | Submitted | ||
| PO-26420 | VND-107 | 940 | Submitted | ||
| PO-34122 | VND-182 | 490 | Submitted | ||
| PO-25761 | VND-121 | 370 | Submitted | ||
| PO-99204 | VND-067 | 930 | Submitted |
6 of 6 records
VND-130Purchase orders · PO-81290
SubmittedCurrent total430
What you can do
Purchasing in daily work
Turn supplier demand into reviewed commitments, accepted receipts and matched bills. A purchase order keeps its entity, supplier, currency, buyer and receiving site. Its original approved total and cumulative increases preserve the approval basis. Each line keeps its original promise beside later changes. Receipt lines distinguish arrived, accepted, rejected and pending quantities.
A purchase order fixes the supplier, buyer, receiving site, currency and original commitment. An independent reviewer approves the current order basis. Warehouse Operator records what arrived; Warehouse Manager confirms an eligible receipt tranche. Accountant matches supplier charges to accepted quantity rather than to the supplier’s dispatch notice.
How the work is organized
- Prepare the commitment. Purchasing Manager records product units, promised quantities and the receiving site.
- Review the increase. An independent authorised reviewer checks the total and cumulative increases on the current revision.
- Accept and match. Warehouse Operator records arrival; Warehouse Manager confirms accepted quantity before Accountant matches the bill.
The same product may appear in a dealer commitment, supplier receipt, warehouse position and invoice. Those records answer different questions. Use the source and event dates to explain whether a quantity is promised, owned, available, delivered or billed. Keep the person who prepared work separate from its required reviewer.
What to agree during setup
Agree who approves supplier commitments and who independently confirms actual receipt. Set product units, receiving sites and standard costs before entering orders. Decide how a nonstock charge or price difference reaches finance. Set purchasing authority by amount and entity. Agree which receipt evidence supports an acceptance and who handles rejected or pending goods. Choose the cost and tax treatment for price differences and nonstock charges.
Rehearse a supplier arrival that is smaller than ordered. Purchasing Manager follows the open promise, Warehouse Manager confirms only the accepted part, and Accountant matches the bill against unused acceptance scope.
Check the handoff on an actual case
A supplier delivers only part of an order. Warehouse Operator records the actual arrival, separating accepted from pending quantity. Accountant matches the accepted part to a bill. The outstanding purchase remains open until later receipt or cancellation, and the first acceptance remains unchanged.
When the next delivery arrives, record a separate receipt and acceptance. Accountant must not reuse the first accepted tranche for a second bill match. Purchasing Manager compares the original promise, revised order and total accepted quantity before closing the order.
What your team sees
- Purchase Approval Queue — Submitted supplier commitments for independent review.
- Receipts Awaiting Review — Arrivals requiring receipt acceptance.
Follow the work through
What it keeps track of
Data model- Purchase orders
- Immutable approved supplier commitments; cumulative amendments cannot bypass authority.
- Purchase order lines
- Buy-unit quantities, frozen commercial costs and current accepted scope.
- Requisitions
- Operational purchasing demand without automatic spend approval.
- Requisition lines
- Requested product quantities and source demand identity.
- Suppliers
- Entity purchasing counterparties with separately controlled beneficiary data.
- 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
- Prepares and reviews supplier commitments.
- Warehouse Operator
- Records arrival.
- Warehouse Manager
- Reviews receipt exceptions.
- Accountant
- Matches bills, and Finance Manager decides financial exceptions.
Set up Oil & Gas ERP your way.
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