Delivery and exception review

Keep actual arrivals, returns and supplier follow-up tied to the issued order.

Step by step

Watch the open line Buyer

Buyer compares the line's original need-by date and outstanding quantity with the supplier's current promise.
- Retains original and revised promise
- Updates PO line items, Expediting
Record an arrival Receiving Clerk

Receiving Clerk enters the receipt, order revision, location and actual quantity, then inspects each line.
- Captures actual delivery by location
- Updates Receipts, Receipt line items
Post accepted evidence Receiving Clerk

Receiving Clerk records accepted and rejected quantities and a reason for rejection. A posted receipt carries the event and date used in downstream matching.
- Records posting and outbound evidence
- Updates Procurement events, Integration deliveries
Handle a return Receiving Clerk

Receiving Clerk raises a return against the receipt line and records disposition and quantity. Authorisation is a named decision.
- Links disposition to original arrival
- Updates Vendor returns, Receipt line items
ApprovalA person approves before the work moves on.
Resolve mismatch Buyer

Buyer investigates a match exception against the order and receipt; Controller reviews the financial effect of amendment, correction, return or re-invoice.
- Connects invoice difference to source
- Updates Match exceptions, Purchase orders
Close the follow-up Buyer

Buyer resolves an expediting case when outstanding quantity and supplier obligations have a recorded outcome.
- Records resolved outstanding work
- Updates Expediting, PO line items

And how to keep it from happening.

A partial receipt is treated as a complete delivery. Read accepted quantity against the order line's open quantity.
A promised new date is treated as an approved order change. Keep supplier follow-up separate until the amendment is reviewed.
Rejected goods are included in fulfilment. Preserve the rejection reason and any return link.
A match exception is closed with no corresponding correction, return or accepted resolution. Review the linked evidence with Controller.

Receiving Clerk: Records inspections and returns; Buyer owns supplier follow-up and purchasing exceptions; Controller reviews the financial context; Supplier provides delivery information.

Start free, then use Proto to change fields, steps and approvals before your team goes live.