Purchasing • reference

Purchase Orders

Creating, approving, and managing purchase orders in KariVast, including line items, multi-currency support, order status state machine, and warehouse receipt preparation.

Reviewed on 2026-10-07

Choose supplier and products#

The “Create purchase orders” permission allows draft creation and editing; “Approve purchase orders” governs status changes, and “Receive purchase order shipments” governs intake. Choose a supplier and at least one product line.

Create and confirm the order#

1
Open Purchase Orders and create a draft.
2
Choose the supplier, receiving warehouse, currency, and product lines.
3
Check quantities and prices, then send and confirm the order.
4
Keep the supplier's confirmation with the order so the receiving team can identify substitutions or short deliveries.
5
After delivery, open the order to see what remains outstanding.
6
Reopen the order and check which lines still show an outstanding quantity after each delivery.

Sending an order communicates intent; receiving is a later, physical action. Do not treat the order total as a payable.

Visual Purchase Order Workflow & Lifecycle#

The following interactive workflow shows how a purchase moves across your Purchasing, Warehouse, and Finance teams—from placing the order and receiving goods to verifying the supplier bill and issuing payment:

Procure-to-Pay Workflow (From Purchase to Payment)

Sales Desk Purchasing Warehouse Finance· Drag or scroll to zoom

Step 1

Purchase Order Draft

Purchasing

Prepares the purchase request with supplier pricing, ordered quantities, and receiving warehouse.

Status: Draft

Step 2

Approved Purchase Order

Purchasing

Confirms the order with the supplier so the warehouse is prepared to accept delivery.

Status: ConfirmedNo accounting entry

Step 3A

Partial Delivery Receipt

Warehouse

Warehouse accepts part of the shipment, logs lot/serial tracking, and shelves the items.

Status: Partially ReceivedIncreases Inventory · Records Received Not Invoiced clearing

Step 3B

Full Delivery Receipt

Warehouse

Warehouse receives all ordered items, completing the delivery and updating available stock.

Status: Fully ReceivedIncreases Inventory · Records Received Not Invoiced clearing

Step 4

Draft Supplier Bill (3-Way Match)

Finance

Finance matches the supplier invoice against actual warehouse receipts to verify quantities and prices.

Status: Draft Bill

Step 5

Post Supplier Bill

Finance

Approves the supplier bill, clearing the receiving clearing account and recognizing the amount owed.

Status: Posted BillClears Received Not Invoiced · Records Accounts Payable

Step 6

Supplier Payment

Finance

Pays the supplier from company bank or cash accounts and clears the outstanding payable balance.

Status: Paid & SettledClears Accounts Payable · Reduces Bank Balance

Interactive workflow guide: Click and drag to pan, or scroll to zoom in and out.Shows responsible teams, document statuses, and financial updates at each step.

Watch outstanding quantities#

Only drafts are editable. Cancellation is possible from permitted pre-receipt states; a partly received PO cannot be cancelled through the normal transition.

WARNING: Review supplier, currency and every line before confirmation. Receiving in a currency different from inventory valuation currency is blocked.

If an order cannot advance#

Check the current order status and your purchasing access before trying another action.

If confirmation is blocked, check the supplier, warehouse, quantities, and prices on the draft.

Purchasing Overview

Receiving & Goods Receipts

Have a question about this workflow?

Subscribed customers can ask questions about this guide inside the authenticated dashboard.

Ask about Purchase Orders in Dashboard