Receipts and expediting
Confirm what was accepted, keep outstanding deliveries in view and give accounts payable the evidence needed to match.
Approval conditions
Visible to: Approver, Controller, Procurement Manager. Visibility does not establish approval authority.
PendingApproval
- PO-49881 VND-185 5 d
- PO-47580 VND-134 8 d
- PO-67854 VND-021 13 d
- PO-11876 VND-143 12 d
- PO-86783 VND-035 13 d
PO-49881
- Supplier
- VND-185
- OrderDate
- 12 Sep
- TotalAmount
- 13,547.44
- Buyer
- GE
- CompetitionType
- Competed
A hand-raised PO with no requisition, award or release may use an effective independently authorised Buyer-limit exception, within the full limit and all category, RFQ and pricing constraints.
Dock, desk and supplier notices
At a warehouse-managed dock, a configured warehouse connection supplies the receipt. Receiving Clerk records deliveries at other docks, including packing slip, bill of lading, carrier, location and inspection results. Each source event has an identity so an imported receipt and a manual entry cannot represent the same delivery twice.
Requester confirms assigned desk receipts for non-stocked purchases, services, capital items and subscriptions. The confirmation identifies the delivered quantity or completed service. A supplier advance ship notice can prepare a draft, but supplier notice alone does not confirm acceptance. Buyer cannot confirm a receipt on an order they raised.
| Receipt information | Purpose |
|---|---|
| Order and line | Connect delivery to the approved obligation |
| Location, date and source | Explain where and how it was recorded |
| Gross arrival | Physical quantity received before disposition |
| Accepted and rejected quantities | Reconcile the arrival after inspection |
| Reject reason, lot and serial | Support follow-up and traceability |
| Posting and source references | Prevent duplicate quantity updates and handoffs |
StatusSentAcknowledgedPartiallyReceived
Accepted quantities fulfil the order
ReceiptLineItems keeps gross received quantity, accepted quantity and rejected quantity. Accepted plus rejected must reconcile before posting. POLineItems uses net accepted fulfilment for its cumulative received total. Rejected goods do not satisfy the outstanding order merely because they reached the dock.
Acceptance above the open quantity needs a prior approved order amendment. A partial accepted receipt leaves the line PartiallyReceived and its remaining quantity open. The order reaches Received only when its remaining obligations are satisfied. Expediting resolves when the outstanding obligation is fulfilled. Cancellation closes its case as Cancelled. An approved reschedule cancels the prior case with a documented successor for remaining quantity. Partial delivery keeps follow-up active.
Posted receipts stay immutable. A correction links the exact original receipt reversal and, when needed, a replacement receipt. Reversing accepted goods restores the corresponding open obligation. Replayed imports or delivery retries cannot add the same acceptance again.
YouStatusSentAcknowledgedPartiallyReceived
Rejections and returns
Rejected quantities retain the inspection reason and dispute evidence. Resolution may involve replacement delivery, an approved order reduction or return to the supplier. SupplierReturns records the original receipt line, return quantity, reason, RMA, shipment date and expected credit, with progress from preparation through shipment and settlement confirmation.
Procurement Manager or an independent Receiving Clerk authorises the return before shipment. The return distinguishes previously accepted goods from goods already rejected. Returning accepted goods reduces net fulfilment once; sending rejected goods back does not subtract accepted quantity again. A replacement remains due unless the approved order is reduced or cancelled. An expected credit informs accounts payable without itself changing the order quantity.
A blocked supplier’s arrival is held as disputed evidence and cannot post fulfilment. Reductions, cancellation and returns can still resolve existing obligations. A suspended supplier may complete previously issued orders, but cannot receive new or increased commitments.
StatusOpenInContactPromised
Chase the remaining delivery
Expediting Worklist groups outstanding lines by severity and records the original need-by date, revised promise, last contact and assigned Buyer. Buyer contacts the supplier and records progress from Open through InContact and Promised. A promise alone leaves the order’s agreed date unchanged.
An accepted new date follows the amendment process. Its approved revision supplies the new due date while preserving the original promise and contact history. Cancellation closes the affected follow-up; a part delivery leaves the rest in view. Delivery punctuality feeds the on-time measure separately from rejected-quantity quality.
qty open > 0StatusOpenPartiallyReceivedPO.Status IN ('Sent', 'Acknowledged', 'PartiallyReceived'); Requester restricted to own desk lines, independent receiver required
Match exceptions and connected records
Configured connections send approved orders and posted receipts to accounts payable, which owns invoice matching and payment. IntegrationDeliveries retains delivery attempts and acknowledgement; procurement posting does not prove the external system accepted the message.
Match Exceptions shows invoice, order and receipt differences to the owning Buyer. Resolution can reference an approved amendment, correcting receipt, return or supplier re-invoice. Recording acceptance of an exception does not grant payment authority or rewrite posted evidence. Closing requires all quantity and return obligations resolved, every match exception resolved, and accounts-payable completion evidence for all expected invoices and credits against the current order revision.
StatusOpenInProgress
Modules
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Suppliers and catalog
Choose qualified suppliers and give purchasing teams a catalog with the information needed to order.
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Contracts and pricing
Apply negotiated prices, control agreement commitments and prepare renewals before approved capacity or contract terms run out.
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Requisitions and approvals
Route purchase requests to the right people and preserve the approved amount, scope and version through sourcing.
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Quote requests
Compare supplier quotes on a consistent scope, record the award decision and carry the selected offer into purchasing.
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Purchase orders
Keep purchasing authority, supplier terms, revisions and receipt progress together from draft order through close.
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Receipts and expediting
Confirm what was accepted, keep outstanding deliveries in view and give accounts payable the evidence needed to match.
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Supplier performance
Review delivery, quality and price evidence separately, then use published scorecards to inform sourcing decisions.
Roles and permissions
Owns supplier decisions, signed agreements, rate activation, price exceptions, sourcing review and published performance.
Runs sourcing, draft orders, change requests, expediting and procurement-side exception resolution.
Department user who submits a need and confirms authorised non-stocked deliveries at their desk.
Named department head, budget owner, CFO, CEO or committee representative holding the application Approver role.
Inspects dock arrivals, records acceptance and raises controlled returns.
External seat restricted to its own purchasing relationship and published evidence.
Finance reviewer of commitment, migration control totals and supplier performance, and signer for assigned Controller rules.
Read-only executive view of scoped aggregate purchasing and published supplier performance.
Related processes
Requisition to receipt
Connect purchase requests, recorded spending authority and accepted deliveries through to the invoice-matching handoff.
6 stages · 2 approvals
Competitive sourcing
Compare eligible suppliers on a frozen scope and carry the chosen offer into an independently authorised purchase order.
6 stages · 2 approvals
Change orders
Review the full effect of order changes, preserve cumulative spending authority and keep suppliers on the approved revision.
6 stages · 1 approval