Purchasing and receiving

A requisition expresses demand; the purchase order is the reviewed commitment. Receipt lines preserve actual arrival. Independent acceptance records the usable tranche, and the bill match consumes accepted scope once.

• Commit. Purchasing Manager records required quantity and sends the current purchase revision for an independent value decision.
• Receive. Warehouse Operator records actual arrival against a purchase line; Warehouse Manager accepts the usable tranche.
• Match. Accountant checks the supplier bill against accepted receipt quantity and leaves excess unmatched.

Agree who approves purchases, where goods are received and what evidence is required. Set a process for shortage, damage and partial arrival. The accepted receipt, rather than the supplier promise, becomes the stock and bill-match basis.

A supplier ships only part of an approved equipment order. The operator records arrival against the purchase line. The warehouse manager accepts the usable quantity and records damage separately. The order remains partly received. The accountant matches the supplier bill only to accepted receipt scope. A later truck can complete the order without rewriting the first arrival.

On the second truck, the Warehouse Operator records another arrival against the same purchase line. The Warehouse Manager reviews only this tranche; the first acceptance remains linked to its own receipt. If the supplier also raises the order value, Purchasing Manager sends the revised commitment for a new independent decision before the added amount is used. A damaged carton stays outside available stock even when the supplier’s packing slip counted it.

The Accountant compares the bill with accepted receipt scope, not the ordered quantity alone. If the bill covers goods still in transit, hold that difference for follow-up. The purchase line should show what is still expected, while each receipt shows what actually arrived and what passed acceptance. Assign the supplier conversation to Purchasing Manager and the physical discrepancy to Warehouse Manager.

Before sending a purchase, compare supplier terms, currency and the current total with the decision basis. A changed supplier promise should remain visible on its line so the Purchasing Manager can explain a late arrival to Sales Representative. At the dock, Warehouse Operator records the actual quantity first; the later acceptance decision determines which portion may enter stock and bill matching.

• Supplier Orders in Flight — Approved or sent purchases that still have receipt work outstanding.
• Arrivals Awaiting Review — Arrivals awaiting Warehouse Manager acceptance.

Follow the dealer order from commitment through recorded delivery. Use the supplier purchase when replenishment is needed, and the invoice close to trace the financial handoff. The data model helps your team prepare linked records.