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- Rubber ERP
- Features
- Purchasing
Purchasing
Purchasing links a supply request to a supplier commitment, actual arrival and bill. The buyer can follow what remains due while the warehouse and finance team work from their own evidence. This matters when a supplier delivers part of an order or sends an invoice before the full quantity is accepted.
OverviewPurchase approval queue×
Rubber ERP · Purchasing
New
Purchase approval queue
Approval waits for the purchasing manager
| Purchase order number | Supplier | Order date | Approval basis | Status | Buyer | |
|---|---|---|---|---|---|---|
| PO-77958 | VND-087 | 14 Oct | 950 | Submitted | ||
| PO-50223 | VND-029 | 12 Oct | 640 | Submitted | ||
| PO-92578 | VND-129 | 09 Oct | 760 | Submitted | ||
| PO-39223 | VND-100 | 09 Oct | 80 | Submitted | ||
| PO-88435 | VND-006 | 01 Oct | 180 | Submitted |
6 of 6 records
VND-087Purchase orders · PO-77958
SubmittedOrder date14 Oct
Approval basis950
What you can do
How the work is organized
- Demand. A requisition records the requested date, product unit, warehouse and any linked dealer order line. It requests supply without spending authority.
- Commitment. Purchasing Manager prepares a purchase order with supplier, currency, commercial value and original promise. An independent manager approves the frozen revision before it is sent.
- Acceptance. Warehouse Operator records the arrival. The separately reviewed accepted quantity supports stock and a supplier bill match; pending or rejected quantities remain visible.
An approved order is a bounded commitment. Increases and amendments preserve their cumulative authority basis. Reducing one line cannot hide additional spend on another. The approved price and quantity remain traceable when the supplier bill arrives.
What to agree during setup
Confirm supplier trading identity, payment terms, buying units, tax treatment and destination warehouse. Keep beneficiary details under separate finance control so a routine supplier edit cannot change an approved payment destination. Decide who can request a purchase and which independent person approves it at each authority level.
Agree the evidence that Warehouse Operator records at the dock. The receipt should distinguish what arrived from what was accepted, rejected or still pending. Finance needs a cost and exchange-rate basis for accepted stock. If a supplier bills a nonstock charge, give it an explicit expense basis rather than an invented receipt.
Check the handoff on an actual case
A dealer order needs an item that is short at the warehouse. Link the requisition line to that demand and submit a purchase order with the original supplier promise. On arrival, record an incomplete shipment with a lot and location. Accept only the sound portion. Check that available stock increases by the accepted amount while the rest stays unresolved.
Now enter the supplier invoice. Accountant should match its line to unused accepted receipt quantity, preserving the receipt accrual and any price variance. A second bill should not claim the same accepted goods. If the supplier later sends the rest, keep the new arrival and acceptance distinct from the original history. The remaining purchase obligation should fall only as actual eligible supply is accepted or cancelled.
What your team sees
- Purchase approval queue — Submitted supplier commitments with the buyer and authority amount.
- Receipts awaiting review — Arrivals whose disposition still needs independent confirmation.
- Warehouse availability — Accepted owned stock by item, lot, site and custody state.
Follow the work through
Use purchasing to receipt, then follow the financial settlement for the resulting payable.
What it keeps track of
Data model- Suppliers
- Entity purchasing counterparties with separately controlled beneficiary data.
- Supplier bank accounts
- Restricted supplier payment destinations with independent finance confirmation.
- 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
- A supplier's invoice, matched line by line to the purchase order and the goods receipt within tolerances before it becomes payable.
- 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 commitments and follows supply.
- Warehouse Operator
- Records arrivals.
- Warehouse Manager
- Reviews stock acceptance.
- Accountant
- Matches supplier bills.
- Finance Manager
- Handles escalations and protected payment decisions.
- Admin
- Controls scoped access.
Set up Rubber ERP your way.
Start free, then use Proto to change fields, steps and approvals before your team goes live.