Purchasing & suppliers
Follow approved purchasing through accepted deliveries and supplier settlement.
Approval conditions
Finance Manager: Approve CreditReviews exceptions, above-limit PurchaseOrders, Bills exceptions, PaymentRuns/Payments release, every Refunds and FinanceCorrections
Purchasing Manager: Approve Requisitions and PurchaseOrders prepared by another actual person within finite current authority, requesting Finance Manager otherwise
Purchasing Manager: Manage Suppliers, Requisitions, PurchaseOrders and lines
Submitted
- PO-10301 VND-015 870
- PO-79875 VND-028 530
- PO-59463 VND-005 80
- PO-43081 VND-036 490
- PO-25452 VND-036 650
PO-10301
- Supplier
- VND-015
- Facility
- FCL-5388
- CurrentTotal
- 450
- ApprovalBasis
- 870
- Currency
- CRR-2919
Approval conditions.
Start with the facility's actual need
A requisition identifies the company, facility or department, product, buying unit and required quantity. Purchasing Manager prepares the supplier order from that basis, retaining current commercial terms and the reviewed conversion to the stock base unit.
Supplier activation has its own independent commercial review. Financial beneficiary changes receive Finance Manager approval, and required product or condition evidence keeps its appropriate operational reviewer. A shared supplier does not merge the commitments of separate legal companies.
StatusPreparedPendingReviewConfirmed
Review the whole commitment
Another actual Purchasing Manager approves within current finite company and currency authority. Finance Manager handles the required higher-value or protected financial route. The preparer and material editors cannot approve their own purchase through a different account.
Changes preserve fulfilled history and the accepted basis of work already performed. Review considers the proposed commitment and cumulative positive increases, so a reduction elsewhere cannot hide an increased line. Split orders cannot evade the same authority.
- Keep approved product and pack conversions with the order.
- Preserve commercial amounts separately from inventory value.
- Reapprove changed remaining scope before it creates a new commitment.
- Retain partial delivery, return and matching obligations through close.
Record actual arrivals
Warehouse Operator records actual delivered quantities and condition independently of the buyer and commercial approver. Required lot, serial and date evidence follows the selected product policy; ordinary untracked supplies retain their appropriate simpler identity.
Arrival is a physical observation. Exact accepted, rejected and pending tranches retain their own history against that arrival. Later acceptance consumes another remaining portion instead of recording the whole delivery again.
A blocked or unmapped supplier arrival remains visible as held custody. The team resolves the actual situation under the specified authority rather than discarding the evidence or silently making the goods available.
Accept quantity, cost and condition correctly
The receiving recorder may confirm factual acceptance when independent of purchasing. That acceptance binds exact quantity and the reviewed cost prerequisites; protected financial differences and required Quality Reviewer decisions remain separate.
An accepted owned tranche posts inventory and its goods-received accounting once. Its standard value and commercial basis remain distinct, with an independently reviewed purchase variance where required. Held goods can remain valued while unavailable for use.
| Receiving position | What remains to do |
|---|---|
| Arrived | Establish the actual quantity and condition |
| Pending | Complete the required acceptance evidence |
| Accepted | Follow owned stock and its original receipt accounting |
| Held | Resolve the restriction before eligible use |
| Rejected | Follow the actual return or other approved disposition |
Match the bill to the accepted source
Accountant matches the supplier bill to accepted, unreturned and unmatched receipt scope. Shared claims prevent another bill or return from consuming the same remaining source. Price, tax, currency and original receipt carrying retain their own basis.
The bill clears the corresponding goods-received balance and recognizes the payable with reviewed differences. It does not receive the inventory again. Finance Manager approves required exceptions before posting.
Settle and close the remaining obligation
Finance Manager independently releases the exact payment instruction and beneficiary. Accountant reconciles actual bank or cash evidence; an acknowledgment is not settlement. Uncertain outcomes retain their claims until authoritative reconciliation.
Ordinary supplier returns remove current carrying from the exact receipt descendants under their approved return terms. A paired intercompany return retains buyer-owned transit until the seller actually accepts the quantity. Commercial credit and price differences follow their own review, preserving earlier receipts, use and revaluation. Closing the order reconciles remaining delivery, return, bill, credit and goods-received obligations.
Purchasing and Receipt Position and the procure-to-pay process connect those handoffs. Purchases from another group company also retain the paired controls in intercompany supply.
Modules
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Department supplies
Follow department needs from approved request to actual supply use.
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Purchasing & suppliers
Follow approved purchasing through accepted deliveries and supplier settlement.
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Inventory & locations
See current supply, reservations and restrictions across stores and facilities.
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Supply-pack assembly
Build standard supply packs with clear component, work and cost records.
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Sales & billing
Connect genuine goods orders with actual fulfillment, approved billing and collected cash.
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Intercompany supply
Coordinate goods between group companies while keeping each side accountable.
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Finance
Connect supply costs, goods transactions and each company’s financial close.
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Reporting
See supply work, intercompany differences and financial results on a consistent basis.
Reports
All reportsPurchasing and Receipt Position
Compare independently approved PurchaseOrderLines with actual arrivals, accepted/rejected/pending ReceiptAcceptances, supplier returns and bounded BillMatches. Cumulative amendments preserve performed and matched history. Commercial quantity/net/tax and receipt standard/current carrying retain distinct sources; a bill is not another receipt. For intercompany purchases, classify the same buyer-local sources by their paired identity and destination-acceptance title, rather than adding another purchase population. Actual held-but-owned acceptance differs from refusal before acquisition. Outstanding counterpart and matching differences retain company, product unit, transaction currency and cutoff.
Roles and permissions
Prepares customer offers, accepted goods orders and seller-side intercompany drafts.
Prepares supplier commitments and independently controls approved purchase scope.
Records actual receipt, movement, delivery and department use while preserving real performer identity.
Prepares local financial sources and reconciles separate company results.
Independently controls monetary authority, valuation and each company's close.
Related processes
Procure to pay
Connect provider purchasing with accepted supply and actual supplier settlement.
8 stages · 3 approvals
Intercompany supply
Follow paired company orders through destination acceptance and separate settlement.
10 stages · 5 approvals
Period close
Reconcile supply operations and intercompany positions before closing each company.
8 stages · 4 approvals