Purchase lines

A request has two supplier lines with different unit prices. Requested quantity records demand; accepted quantity records what actually arrived. The receiving colleague enters the acceptance date and invoice reference on each line. That preserves a difference when a supplier delivers only part of the request. The parent request and operation evidence give reviewers the context for that line.

Each line retains the requested quantity and unit price alongside the quantity actually accepted. The acceptance date and invoice reference belong to that line. The parent request gives the receiving colleague the supplier and order context for the delivery.

• Prepare. Put the owner, supplier and operating entity on the record before review.
• Decide. Check the submitted scope and leave a decision with a reason when human approval is required.
• Verify. Compare the stored effect with the intended action before treating the work as complete.

Agree who records physical acceptance and what document supports it. Decide how partial arrivals will be handled before the parent is marked Received. Over-receipt needs authorization rather than a silent increase. An invoice reference should be matched to unused accepted scope so the same arrival cannot be matched twice.

Rehearse a delivery that covers only part of a requested line. The Receiving Clerk records the accepted quantity and date without changing the requested quantity. Compare the invoice reference with the accepted scope before another match is attempted.

Take one line with a partial acceptance. Compare requested and accepted quantities, unit price and invoice reference. Follow the parent request to its supplier and order reference. Have the receiving colleague explain the quantity difference; have the reviewer confirm that the recorded action uses the expected revision.

Have the Receiving Clerk point to the line quantity actually received and the invoice reference used for that scope. If the delivered quantity exceeds the authorized amount, route it for authorization before recording acceptance.

When only part of a line arrives, keep the original requested quantity visible. The Receiving Clerk records the actual accepted quantity and date, while the Purchasing Approver checks any excess before it is accepted or matched to an invoice.

• Purchase line acceptance — Lines with accepted quantities, dates and invoice references.
• Requests due soon — Parent requests whose required date has arrived.

Follow request to commitment, receipt and invoice match, and landed cost review for the related decisions.