Purchasing and receiving

Each requisition identifies the needed product, quantity, need date and cost center, with requester attribution. The purchase order carries the vendor commitment and Buyer; each purchase line retains the ordered and received quantities, unit cost and destination warehouse. Operator records goods receipts against that order. Quality Inspector then follows any required incoming inspection before acceptance. Buyer can inspect the same purchase and receipt context when an expected material is delayed or a supplier delivery is under quality review.

• Request and decision. Requisitions and purchase orders move from Draft through Submitted to Approved under the configured review. The approval record retains reference type, source reference, Approver, requested date, decision date and reason. Delegation must resolve to the correct employee identity before the replacement actor decides.
• Supplier preparation. The supplier record includes Approved, inspection required and its lead-time and payment terms. The purchase order vendor links to a contact, while supplier-item records link the supplier to the product. Agree the supplier-to-vendor mapping rather than treating these separate records as interchangeable names.
• Incoming evidence. Receipt status uses Pending, pending quality inspection, Accepted and Rejected. The inspection plan identifies the incoming check and sampling rule; quality inspections and inspection results retain the inspected quantities and measured or pass/fail evidence. Acceptance must belong to the exact material and receipt being reviewed.

Agree the permitted purchasing approval route and verify the named Approver identity. Keep Buyer preparation separate from that decision. Agree how an approved requisition selects its approved vendor contact, destination warehouse and purchase price. Review partial delivery handling and the outstanding quantity before enabling receipt commands. Supplier contact details and approval flags need a reconciled import before the pilot purchase.

Buyer converts an Approved requisition into a purchase order and sends it for independent approval. The conversion rehearsal must reject a requisition with no usable quantity or estimated value, and a second conversion must not create another order once purchase order is populated. Approver reviews the submitted commitment through the controlled route; the Buyer’s account must be refused if it attempts to approve its own spend.

Next, receive part of the ordered material into a warehouse. If an active Incoming inspection plan applies, the receipt remains pending quality inspection while Quality Inspector records the evidence and disposition. A repeated receipt command must be refused once stock, a journal or inspection evidence has already been posted. Check the original receipt and its recorded effect before attempting further work. A rejected inspection does not provide usable stock just because the supplier invoice arrived. Accountant follows the linked receipt during invoice matching and records any disagreement in match exceptions before payment review.

• My purchase orders — Buyer follows assigned orders, required dates and commitment status.
• Submitted purchase orders — Approver reviews purchase decisions awaiting the configured route.
• Incoming inspection queue — Quality Inspector and receiving staff follow receipts awaiting inspection.

Review purchasing through invoice match. Use quality hold and corrective action when received material needs containment, and integrations for supplier feeds.