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- Plastics ERP
- Features
- Purchasing
Purchasing
Turn supply need into approved buying, accepted stock and a matched supplier bill.
OverviewPurchases awaiting approval×
Plastics ERP · Purchasing
New
Purchases awaiting approval
Approval waits for the purchasing manager
| Purchase order number | Status | Supplier | Buyer | Approval basis | |
|---|---|---|---|---|---|
| PO-78535 | Submitted | VND-004 | 210 | ||
| PO-78336 | Submitted | VND-054 | 870 | ||
| PO-98317 | Submitted | VND-226 | 310 | ||
| PO-83040 | Submitted | VND-216 | 870 | ||
| PO-87118 | Submitted | VND-011 | 660 |
6 of 6 records
VND-004Purchase orders · PO-78535
SubmittedApproval basis210
What you can do
Keep the source and decision together
Purchasing Manager prepares a requisition for a product unit, warehouse and required date. The purchase order records supplier, currency, approved amount and buyer. A change that increases spending returns to the appropriate reviewer; reducing another line cannot conceal the increase.
Warehouse Operator records what physically arrived. A different eligible operator confirms the acceptance tranche. Accepted, rejected and pending quantities remain separate on the receipt. Accountant matches eligible accepted quantities to the supplier invoice, and Finance Manager reviews financial exceptions.
How the work is organized
- Agree. Agree the buying entity and receiving warehouse before ordering.
- Set. Set independent purchase and receipt authority for each amount and scope.
- Define. Define how partial receipts and supplier credits are reconciled.
A requisition records need; it does not approve spend. Purchasing Manager submits the complete supplier commitment for review and keeps any later increase visible. Warehouse Operator records physical arrival separately from accepted stock. An acceptance tranche needs its own confirmation, and Accountant matches only unused accepted quantity to a bill.
What to agree during setup
Agree the buying entity and receiving warehouse before ordering. Set independent purchase and receipt authority for each amount and scope. Define how partial receipts and supplier credits are reconciled. Name the person who will review a changed revision and the person who will reconcile a posted correction. Check that both work within the right legal entity and assigned site.
Check the handoff on an actual case
A supplier ships a partial quantity of packaged goods. The operator records the arrival and its lot, then confirms only the usable quantity. The remaining purchase obligation stays open, while rejected goods do not appear as available stock. The bill can claim only unused accepted receipt scope.
For a supplier order of 100 packs, record the first arrival as 60 packs, with 50 accepted and 10 rejected. Leave the remaining order quantity open. The accepted tranche can support stock posting and bill matching once; the rejected portion cannot quietly become available. A later arrival needs its own receipt evidence.
What your team sees
- Purchases awaiting approval — shows submitted supplier commitments for the purchasing reviewer.
- Receipts for review — separates arrived, pending and partly accepted receipt records.
Follow the work through
See the related process and the data model.
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.
- Supplier invoices
- Local supplier debit/credit documents with matching, carrying and separate settlement.
- Supplier invoice lines
- Supplier charges matched to accepted receipts, with explicit nonstock exceptions.
- Match exceptions
- Reserve and consume accepted receipt versus bill quantities/value once.
Who uses it
Permissions- Purchasing Manager
- , Warehouse Operator, Accountant, Finance Manager handle their assigned steps within the legal entity and warehouse scope.
- A preparer sends the current revision to a different eligible reviewer.
Set up Plastics ERP your way.
Start free, then use Proto to change fields, steps and approvals before your team goes live.