Purchase lines

A purchase request for monitors may carry several lines, each with a line number, description, requested quantity and unit price in USD. The same line can later hold accepted quantity, acceptance date and invoice reference. The parent links all lines to the request and its order reference.

Line numbers help the team discuss which item arrived. Accepted quantity and date can differ from the requested quantity and required date on the parent. Read each line with the order reference and attached delivery evidence before calling the request received.

• Ownership. Buyer reviews requested lines and accepted quantities. Purchasing Approver and Auditor inspect the parent request.
• Record context. Use the parent request and its organization when checking a related record, then confirm the selected supplier and owner where relevant.
• Evidence. Keep the decision, accepted quantities, attachments and operation outcomes with the same purchase context so later review has the facts in order.

Agree how the team numbers lines and records partial acceptance. Check unit price and quantity against the requested USD amount before submitting the parent. Decide when an invoice reference is added and who checks it against the accepted goods.

Rehearse a partial monitor delivery. Compare each accepted quantity with its requested quantity and the evidence attached to the parent. Agree who checks the line entries and who decides whether the parent can be marked received.

Open an ordered request and inspect every line. If fewer units arrived than requested, check the accepted quantity and date against delivery evidence. Attach delivery evidence to the parent. Before marking the request received, compare accepted quantities with the order reference and the purchasing decision.

The Purchasing Approver should compare the accepted quantity with the requested quantity on each line. The Auditor should find the attached delivery file and request status. Resolve any shortfall before treating the full request as received.

• Ordered requests — Find ordered requests whose linked lines need a delivery check.
• Received requests — Compare received requests with line acceptance evidence.
• Purchase request worklist — Trace the owner, supplier and required date of each parent request.

Read request preparation, review and order and receipt reconciliation. The data model shows how the records connect.