Purchasing and receipts

Purchasing Manager can connect a requisition line to an open dealer order line and choose the item unit and receiving warehouse. The purchase order keeps the original approved total, current total and cumulative gross increases. Supplier identity, currency and rate belong to the purchase revision that is reviewed. Changes after approval require a fresh authority basis.

• Source. Purchasing Manager should check the supplier, currency, rate and approved order total before sending the purchase order.
• Decision. Warehouse Operator records each arrival against that order.
• Evidence. When a supplier sends a later tranche, compare its receipt line with the purchase line still open.

Warehouse Operator records arrival against the approved purchase order. Arrival alone does not create available inventory. Accepted, rejected and pending quantities remain distinct on each receipt line. An independent review confirms a tranche; the resulting stock event and accrual follow that accepted quantity. Accountant matches a supplier bill to the accepted receipt, leaving any difference visible for resolution.

Purchasing Manager should check the supplier, currency, rate and approved order total before sending the purchase order. Warehouse Operator records each arrival against that order. Warehouse Manager reviews the accepted or rejected quantity for each receipt line, including its lot where applicable.

A supplier sends fewer cartons than promised and one carton is damaged. Record the arrival, accept the sound cartons, reject the damaged amount and leave the balance pending. Keep the original promise beside any revised date. Match the bill only to accepted quantity and value. If a later carton arrives, accept it as a separate tranche so the first receipt history is preserved.

When a supplier sends a later tranche, compare its receipt line with the purchase line still open. Accountant can match only accepted receipt scope to the bill; any variance stays visible on the match rather than being folded into available stock.

Before closing a purchase line, compare its promised base quantity with each accepted tranche and the quantity still open. A damaged carton needs a rejected receipt outcome, not an available stock position. Purchasing Manager can discuss the supplier balance using the purchase and receipt history, while Accountant sees the match variance on the bill. That keeps receipt acceptance and commercial resolution distinct.

• Purchase Approval Queue — Submitted purchase revisions and their authority basis.
• Receipts Awaiting Review — Arrivals needing quantity and condition review before stock acceptance.

Follow the operating process and check the data model before importing live balances.