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- Steel & Metals ERP
- Features
- Purchasing and receiving
Purchasing and receiving
Connect supplier commitments to arrivals and accepted stock.
OverviewMy Purchase Orders×
Steel & Metals ERP · Purchasing and receiving
New
My Purchase Orders
Purchase orders
| Purchase order number | Supplier | Order date | Current total | Status | Buyer | |
|---|---|---|---|---|---|---|
| PO-53418 | VND-213 | 02 Oct | 200 | Draft | ||
| PO-62632 | VND-072 | 12 Oct | 420 | Submitted | ||
| PO-32870 | VND-005 | 12 Oct | 790 | Approved | ||
| PO-50702 | VND-067 | 06 Oct | 110 | Sent | ||
| PO-69858 | VND-070 | 10 Oct | 400 | Partially received |
6 of 6 records
VND-213Purchase orders · PO-53418
DraftOrder date02 Oct
Current total200
What you can do
Start from the operating record
Purchasing Manager prepares supplier commitments against the correct entity, currency, product unit and destination warehouse. A purchase line keeps the original promised date, any revised promise and the approved commercial value. A later increase belongs in reviewed amendment scope rather than silently changing the original approval basis.
How the work is organized
- Commit supply. Purchasing Manager checks the supplier, entity, purchase currency, product unit and warehouse before sending an approved order.
- Record arrival. Warehouse Operator records what arrived and separates pending, accepted and rejected quantities on each receipt line.
- Release stock. Warehouse Manager reviews the accepted tranche; Accountant matches the supplier bill to that accepted scope.
What to agree during setup
Agree the buyer’s purchasing authority and the independent review required for an increased commitment. Set the receiving location, product unit conversion, cost standard and evidence for damaged or short deliveries. A purchase line retains the original promise alongside any revised date.
Start with one active supplier and an order whose product and warehouse are already configured. Tell Warehouse Operator where to record arrival and who confirms receipt acceptance. Accountant needs the accepted receipt and supplier bill before matching or posting the related liability.
Check the handoff on an actual case
Warehouse Operator records what actually arrived. Goods receipt lines separate arrived, pending, accepted and rejected base quantities; acceptance is a review of the actual tranche. The Purchasing Manager can compare the supplier promise with arrived quantity while the Warehouse Manager controls what becomes usable stock.
A supplier bill draws on accepted receipt scope through bill matching. If a load arrives short, the remainder stays open; if part is rejected, it does not become available inventory or an accepted bill quantity. The supplier conversation uses those recorded facts.
Rehearse a supplier delivery that arrives short and includes rejected goods. Warehouse Operator records the actual quantities; Warehouse Manager accepts only the good tranche. Purchasing Manager can still see the undelivered balance, while Accountant matches the bill against accepted quantity rather than all goods at the dock.
What your team sees
- My Purchase Orders — Purchasing Manager tracks owned supplier commitments and their current state.
- Receipts Awaiting Review — Warehouse Manager checks arrived goods before accepting stock.
Follow the work through
See the operating process and the data model for the connected records.
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.
- Bill matches
- Reserve and consume accepted receipt versus bill quantities/value once.
Who uses it
Permissions- Purchasing Manager
- Prepares supply.
- Warehouse Operator
- Records arrival; Warehouse Manager reviews acceptance.
- Accountant
- Matches bills to accepted goods.
Set up Steel & Metals ERP your way.
Start free, then use Proto to change fields, steps and approvals before your team goes live.