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Rubber ERP

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  1. Rubber ERP
  2. Process
  3. Purchasing to receipt
Process · Purchasing to receipt

Purchasing to receipt

A purchase request can originate in dealer demand or warehouse replenishment. The buying decision sets the bounded commercial commitment. Actual arrival, acceptance and supplier billing each add separate evidence, so a late or incomplete delivery can be reconciled without changing the approved history.

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Step by step

  1. Request supply Purchasing Manager

    Purchasing Manager reviews the requested item unit, destination warehouse and needed date; a requisition can retain its source dealer order line.

    • Identifies demand and receiving scope
    • Updates Requisitions, Requisition lines

  2. Approve purchase Purchasing Manager

    Purchasing Manager submits the priced supplier order. A different eligible approver decides within the authority policy.

    • Freezes authorized supplier value
    • Updates Purchase orders, Purchase order lines, Approvals
    ApprovalA person approves before the work moves on.

  3. Record arrival Warehouse Operator

    Warehouse Operator records actual receipt lines, location, lot and condition. Arrived quantity remains separate from accepted quantity.

    • Preserves actual arrival evidence
    • Updates Goods receipts, Goods receipt lines

  4. Accept stock Warehouse Manager

    Warehouse Manager reviews a bounded receipt tranche and confirms the accepted or rejected disposition.

    • Posts only confirmed accepted quantity
    • Updates Receipt acceptances, Stock events, Inventory positions
    ApprovalA person approves before the work moves on.

  5. Match supplier bill Accountant

    Accountant matches bill lines to unused accepted receipt quantities and the approved order basis.

    • Claims accepted supply once
    • Updates Supplier invoices, Bill lines, Bill matches

  6. Resolve balance Purchasing Manager

    Purchasing Manager follows the remaining supplier obligation; Accountant follows payable settlement and any source-linked correction.

    • Leaves open scope and settlement traceable
    • Updates Purchase orders, Supplier invoices, Payments

Where it usually breaks

And how to keep it from happening.

  • A supplier may deliver less than ordered. The remaining approved quantity should remain open without inventing stock.
  • Accepted, rejected and pending portions must sum to the recorded arrival; only accepted stock can become available.
  • A second bill cannot use the same accepted receipt quantity. Keep its match reservation and original accrual.
  • An order amendment needs renewed authority over cumulative increases, even if another line is reduced.

Who does what

Roles and permissions
Purchasing Manager
, Finance Manager, Warehouse Operator, Warehouse Manager, Accountant and Admin work within their assigned entity and warehouse scope.

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