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- EV Charging Network Mgmt
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- Purchasing and Receiving
Purchasing and Receiving
Purchasing and Receiving work for operator equipment supply.
OverviewPurchase Approval Queue×
EV Charging Network Mgmt · Purchasing and Receiving
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Purchase Approval Queue
Approval conditions
| Purchase order number | Status | Equipment vendor | Approval basis | Buyer | |
|---|---|---|---|---|---|
| EPO-31192 | Submitted | EV-9772 | 150 | ||
| EPO-58438 | Submitted | EV-7536 | 120 | ||
| EPO-90240 | Submitted | EV-4362 | 520 | ||
| EPO-42729 | Submitted | EV-2100 | 820 | ||
| EPO-39990 | Submitted | EV-3111 | 470 |
6 of 6 records
EV-9772Equipment purchase orders · EPO-31192
SubmittedApproval basis150
What you can do
Supplier commitment and actual acceptance
Purchasing Manager turns demand into a supplier order with an original promised date, frozen commercial amount and buying unit. A revision carries cumulative increases into the approval basis. Warehouse Operator records an arrival separately from the amount accepted into owned stock. Rejected and pending quantities remain visible rather than being treated as received stock.
Warehouse Manager reviews the physical acceptance. The accepted tranche links to a stock event and the supplier obligation. Vendor bill matching later consumes that accepted scope once. A supplier invoice arriving before the goods is a matching question for the Accountant, not proof that the warehouse accepted the goods.
How the work is organized
- Source and scope. Keep the supplier order, buying unit and approved cumulative amount together when the Purchasing Manager revises a commitment.
- Decision and execution. Warehouse Operator records arrival; Warehouse Manager decides which receipt quantity is accepted into owned stock.
- Exceptions and correction. Leave rejected and pending units outside available inventory, and keep unmatched bill quantity visible to the Accountant.
What to agree during setup
Agree the buying-to-stock unit conversion, receipt lot evidence and who can accept a damaged delivery. Purchasing Manager should define when a changed supplier amount needs a fresh decision. Accountant needs the accepted receipt reference before matching a vendor bill; arrival alone is insufficient.
Check the handoff on an actual case
Use an order for charger stock where a supplier delivers fewer units than promised and one unit is rejected. Record the actual arrival, split accepted and rejected quantities, and check that only the accepted portion appears in available custody. Match a vendor bill to that acceptance and review the remaining supplier promise.
Receive fewer charger units than the supplier promised and reject one damaged unit. Warehouse Manager accepts the usable tranche; Accountant matches only that tranche to the bill. Check the remaining purchase quantity and unmatched bill amount separately.
The purchasing and warehouse teams should compare the supplier promise with each actual arrival. A replacement shipment remains a separate receipt, and the Accountant must not use an unaccepted unit to clear a bill. Keep lot evidence and the reviewer’s decision with the accepted tranche and original supplier order.
What your team sees
- Purchase Approval Queue — Submitted supplier commitments needing commercial decision.
- Receipts Awaiting Review — Arrivals awaiting bounded physical acceptance.
Follow the work through
Follow the related process and implementation before choosing the first operating cycle.
What it keeps track of
Data model- Equipment vendors
- Entity purchasing counterparties with separately controlled beneficiary data.
- Procurement requests
- Operational purchasing demand without automatic spend approval.
- Procurement request lines
- Requested product quantities and source demand identity.
- Equipment purchase orders
- Immutable approved supplier commitments; cumulative amendments cannot bypass authority.
- Equipment purchase order lines
- Buy-unit quantities, frozen commercial costs and current accepted scope.
- Equipment receipts
- Immutable actual arrivals and separately accepted quantities.
- Equipment 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.
- Vendor bills
- Local supplier debit/credit documents with matching, carrying and separate settlement.
- Vendor bill lines
- Supplier charges matched to accepted receipts, with explicit nonstock exceptions.
- Vendor bill matches
- Reserve and consume accepted receipt versus bill quantities/value once.
Who uses it
Permissions- Purchasing Manager
- Prepares supplier commitments; Warehouse Operator records arrivals; Warehouse Manager reviews acceptance; Accountant matches bills.
Set up EV Charging Network Mgmt your way.
Start free, then use Proto to change fields, steps and approvals before your team goes live.