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- Home Inspection Software
- Features
- Purchasing
Purchasing
Connect approved supplier commitments to actual receipt and bill matching.
OverviewPurchase Approval Queue×
Home Inspection Software · Purchasing
New
Purchase Approval Queue
Approval conditions
| Purchase order number | Supplier | Buyer | Approval basis | Status | |
|---|---|---|---|---|---|
| PO-87541 | VND-032 | 470 | Submitted | ||
| PO-69332 | VND-003 | 330 | Submitted | ||
| PO-36892 | VND-081 | 440 | Submitted | ||
| PO-82281 | VND-004 | 950 | Submitted | ||
| PO-17281 | VND-127 | 750 | Submitted |
6 of 6 records
VND-032Purchase orders · PO-87541
SubmittedApproval basis470
What you can do
Control the supply commitment
Purchasing Manager prepares a purchase order for a supplier, currency and receiving scope. The approved revision retains its original total and cumulative increases. An amendment that adds quantity or price must be reviewed on the full authority basis even if another line decreases. Warehouse Operator records actual arrival against the order; arrived goods and accepted stock remain distinct. The accepted tranche carries its own quantity and valuation basis. Accountant matches a supplier bill to unused accepted receipt quantity and resolves the difference between receipt accrual and the commercial charge. Finance Manager reviews bill exceptions that need independent financial authority.
How the work is organized
- Commitment. Purchasing Manager keeps the supplier, receiving scope and approved revision on the purchase order.
- Receipt. Warehouse Operator records arrival; acceptance identifies the usable tranche.
- Charge. Accountant matches a bill only to accepted quantity that remains unmatched.
What to agree during setup
Agree which supplier, product unit, receiving warehouse and currency belong to the first purchase. Purchasing Manager should prepare the full order total and retain cumulative increases when amending it. The reviewer needs the increased authority amount even when a different line falls. Warehouse Operator must record arrived, accepted and pending quantities separately.
Choose who reviews a receipt tranche and how the accepted quantity reaches stock and bill matching. Accountant needs the receipt acceptance and the supplier charge on the same basis. Set the path for a price variance and an unmatched bill line before payment is considered. Rehearse a second delivery against the original order and verify that the first bill cannot use the same accepted tranche again. Keep payment release separate from the bank’s settlement evidence.
Check the handoff on an actual case
Take an order for a product that arrives in two deliveries. Record the first arrival with an accepted part and a pending part. Check that only the accepted portion enters available stock and matching scope. When the later quantity passes review, retain the original arrival and record the separate acceptance. Match one bill line to the accepted quantity and confirm another bill cannot claim the same receipt. Keep supplier payment separate from the bill approval and from actual bank settlement.
What your team sees
- Purchase Approval Queue — Shows submitted purchase orders with their supplier and approval basis.
- Receipts Awaiting Review — Shows arrivals still awaiting a usable-stock decision.
Follow the work through
See the related process and the data model to trace the handoff into the next record.
What it keeps track of
Data model- Suppliers
- Entity purchasing counterparties with separately controlled beneficiary data.
- Supplier bank accounts
- Restricted supplier payment destinations with independent finance confirmation.
- 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.
- Bills
- Local supplier debit/credit documents with matching, carrying and separate settlement.
- Bill lines
- Supplier charges matched to accepted receipts, with explicit nonstock exceptions.
Who uses it
Permissions- Purchasing Manager
- Prepares; Warehouse Operator records arrival; Accountant matches; Finance Manager reviews exceptions.
Set up Home Inspection Software your way.
Start free, then use Proto to change fields, steps and approvals before your team goes live.