Orders and delivery

A purchase order holds the supplier, Buyer, ship-to location, terms, revision, amount and approval identity. An order line carries quantity, price, category and need-by date for each item or service. A line’s original need-by date remains available when a later change is reviewed. Approval steps and spend approvals retain the decisions behind the issued scope, while Commitment allocations record signed effects on authority and commitment.

The order status follows Draft, pending approval, Approved, Sent, Acknowledged, partially received, Received and Closed, with Cancelled for stopped work. An amendment record holds a proposed revision and its before-and-after lines. Buyer can review the change to unexecuted scope without rewriting prior receipts. Expediting follows open lines that are late or at risk; it records the original date, supplier promise, severity and owner.

• Approved issue. Buyer prepares an order from the approved sourcing scope. Approver decides the assigned amount and revision before Buyer sends it.
• Actual arrival. Receiving Clerk records each delivery and accepted or rejected quantity on receipt lines. The receipt links to the exact order revision and receiving location.
• Follow-up. Buyer tracks expediting, returns and invoice match exceptions against the order, line and supplier rather than keeping those issues in an email trail.

Define which buyer can prepare orders, who may approve each amount tier and when a price override requires Procurement Manager review. Agree how a supplier acknowledges an issued revision. Map dock and desk locations to the right Receiving Clerk or Requester. Decide how the team handles short shipment, damaged goods and a promised later delivery. Set the connection to accounts payable for invoice matching and completion evidence; the order record remains the purchasing source for its own terms and receipts.

Prepare an order for ten units with a defined need-by date and approved price. After issue, receive six units. Receiving Clerk records six accepted units and checks the order remains partially received. Buyer sees the four outstanding units in Open Expediting and records a revised supplier promise. If the new date becomes a contractual change, prepare an amendment and review it at the correct approval amount. Receive the balance later and compare the final receipt with the original and revised dates.

For a damaged arrival, record rejected quantity and reason on the receipt line. Link a supplier return to that line and inspect the return’s disposition. Controller can then compare order, receipt and match exception evidence without treating the damaged units as accepted fulfilment.

• Order Pipeline Board — Draft through acknowledged orders by current status.
• Orders Awaiting Approval — Order revisions that need a named decision.
• Open Expediting — Outstanding supplier lines with severity, owner and promise date.

See agreement and order control and delivery and exception review.