IT Procurement System

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  1. IT Procurement System
  2. Process
  3. Receipt reconciliation
Process · Receipt reconciliation

Receipt reconciliation

A useful rehearsal starts with one purchase request and follows its linked records. The Buyer, Purchasing Approver and Auditor should identify the request revision, decision and any operation result before continuing. Keep the request number in view throughout the handoff.

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Step by step

  1. Record receipt Buyer

    The team checks accepted quantities and dates on the lines; Buyer uploads delivery evidence to the parent.

    • Checks accepted quantities and dates; adds delivery evidence to the parent
    • Updates Purchase requests, Purchase lines, Record attachments

  2. Reconcile outcome Purchasing Approver

    The Purchasing Approver reads pending, failed and needs-review operation receipts with the parent request before any follow-up action.

    • Compares result and expected revision with the request and decision
    • Updates Purchase requests, Operation receipts, Review decisions

Where it usually breaks

And how to keep it from happening.

  • A changed request is reviewed against an earlier revision. Compare the decision source revision before relying on approval.
  • The selected supplier belongs to a different organization. Check the supplier and request organization before the Buyer records an order reference.
  • A receipt says Failed or needs review but the parent appears complete. Read the failure reason and effect references before acting again.
  • An accepted quantity differs from the requested quantity. Read the line acceptance date and attached evidence before closing the delivery discussion.

Who does what

Roles and permissions
Buyer
, Purchasing Approver.
Auditor
Reads authorized evidence; App Administrator maintains organization access.

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