Purchasing

Production Planner needs the quantity still expected from a supplier and the date it is due. Purchase commitments retain the supplier, order date, due date and state. Their item lines keep ordered and received quantities, giving the team a way to review partial delivery before accepting a purchase as coverage for a material need.

MRP considers open purchase lines using ordered quantity less received quantity and the purchase due date. Review those inputs with the purchasing and warehouse owners whenever a supplier promise changes. A partly received line can leave material still needed even when the original order quantity was sufficient.

• Prepare the commitment. Production Planner checks the supplier, item lines, quantities and due date. Assign Manager’s purchasing approval responsibility during setup and rehearse the Draft to Approved decision.
• Confirm the sending. Use the agreed supplier communication channel and check the actual message before marking the purchase Sent. Obtain the supplier’s current delivery promise through that channel when timing changes.
• Review the remaining quantity. Compare ordered and received quantities on each line. Reconcile partial deliveries with the warehouse owner before accepting the quantity still expected.

Agree who maintains supplier identity and due dates, and who confirms received quantities. Check item units against the purchase source before importing open commitments. Retain separate customer and supplier identities where the source uses them so staff select the correct party for each document.

Set up the connection or operating handoff that brings physical receipt information into the planning review. Agree a cutoff for received quantities and decide how discrepancies are raised. Manager reviews the purchase under the configured responsibility; Production Planner maintains the commitment and follows changed supplier dates through to the next run.

Take a Sent purchase for 100 components with 40 received on its item line. The remaining incoming quantity is 60, dated by the supplier due date. Production Planner compares that promise with the component need and checks the accepted receipts with the warehouse owner before reviewing coverage.

Now move the supplier’s expected date beyond the material need. Confirm the change through the supplier channel and discuss the gap with the planning team. Keep the customer need visible while deciding whether the revised commitment can still support it.

Include a cancelled purchase and an over-received line in the rehearsal. Check the run’s handling of open supply and resolve the over-receipt with the source owner. Use the line’s unit cost when discussing the purchase, and agree any accounting handoff separately with finance. Before marking a purchase Received, reconcile its item quantities and the physical receipt evidence so the next plan uses the current remaining supply.

• Purchase commitments — Approved and Sent supplier commitments with their due dates visible.
• Draft purchase approval — Draft purchases prepared for Manager’s configured approval responsibility.
• Proposed supply — Planning quantities and need dates to compare with the actual purchase lines.

Follow Suggestion to supply commitment. Use Exception investigation when a late or incomplete purchase leaves a requirement exposed.