Purchasing Overview

A supplier, active product variants, a receiving warehouse, accounting mappings and the relevant purchasing/payables permissions must exist.

1. 1
   Create or confirm the supplier and product.
2. 2
   Create, send, and confirm a purchase order.
3. 3
   Receive each physical delivery against that order.
4. 4
   Prepare and post the supplier bill.
5. 5
   Record and allocate the supplier payment separately.
6. 6
   After each delivery, open the receipt and compare its accepted quantity with the order's remaining quantity. Keep the supplier's packing slip for any short delivery.
7. 7
   After Finance posts the bill and payment, open both records separately. Check that the payment was allocated and that the supplier balance reflects the amount actually settled.

A delivery can be complete while the bill remains a draft or the payment remains unapplied.

The following interactive workflow shows how purchasing connects with warehouse receiving and finance payment:

Warehouse staff should check each receipt and the resulting stock location before closing the delivery task. Receiving does not mean the supplier has been paid.

WARNING: Do not mark a delivery paid simply because it was received. Verify stock, the posted bill and the payment allocation separately.

Open the last completed record and resolve its status or linked-document issue before continuing.

If the chain stops, identify which milestone is missing instead of recording the next one twice.

Compare receipts, goods received but not invoiced, posted bills, and payment allocations using the same dates and currency.