Purchasing

A requisition records the product unit, quantity, warehouse and needed date. Its line can point to a customer order line when the purchase serves specific demand. Purchasing Manager converts approved supply needs into a supplier commitment with an entity, currency, buying terms and original promise date. The purchase order retains the buyer and the value used for approval.

For a distributor replenishing a stocked pulp product, a partial supplier arrival does not close the entire order. The order line keeps its remaining quantity. The receiving record then shows what arrived, what was accepted and what remains under review.

• Request supply. The requesting user records demand and the date it is needed, then the purchasing owner checks the selected product unit and destination warehouse.
• Approve spend. Purchasing Manager reviews the order’s full approval basis and retains the decision on the current revision.
• Receive and match. Warehouse Operator records physical arrival; Accountant matches the supplier invoice to accepted receipt quantities.

Set the purchasing entity and approved supplier for each route of supply. Confirm product-unit conversions and receiving warehouses. Decide who can request, buy, receive and review. Separate supplier bank destination changes from ordinary purchasing edits; Finance Manager confirms the protected destination before payment use.

A purchase amendment keeps the original approved amount and later increases visible. Reducing another line cannot make additional spend disappear from the approval basis. A changed promise date keeps the original promise for supplier performance review.

Create a request for a product due at one warehouse. Purchasing Manager reviews the order before it is sent. Record a supplier arrival smaller than the order. Warehouse Operator records the arrived amount and receipt evidence. Review the accepted and rejected portions independently, then check that only accepted stock appears in available inventory. Leave the unreceived purchase quantity open.

Accountant enters the supplier bill and matches its line to the accepted receipt. If the bill claims more quantity than was accepted, the difference remains for review. Check that a second bill cannot consume the same accepted receipt scope. The physical receipt, supplier obligation and eventual bank outcome should remain separate records.

• My Purchase Orders — The buyer sees supplier commitments and current statuses.
• Purchase Approval Queue — Eligible reviewers see submitted purchases with their approval basis.
• Receipts Awaiting Review — Warehouse staff follow arrivals awaiting disposition.

See procurement and receiving and stock control.