Receipts and expediting

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 line items keep gross received quantity, accepted quantity and rejected quantity. Accepted plus rejected must reconcile before posting. PO line items use 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 partially received 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.

Rejected quantities retain the inspection reason and dispute evidence. Resolution may involve replacement delivery, an approved order reduction or return to the supplier. Supplier returns record 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.

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 in contact 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.

Configured connections send approved orders and posted receipts to accounts payable, which owns invoice matching and payment. Integration deliveries retains delivery attempts and acknowledgement; procurement posting does not prove the external system accepted the message.

Match Exceptions show 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.