Suppliers, purchase orders and receipts

Purchasing connects the supplier, request or RFQ, offer, purchase order, receipt and supplier bill. Each document has a different purpose; a confirmed order is not proof that stock arrived or money was paid.

Follow the workflow

Find or create the correct supplier with reviewed contact and currency details.
Prepare the request or RFQ and compare available offers where your role permits.
Review purchase-order lines, units, prices and source references before confirming.
Record only the received quantities into an authorized warehouse.
Review the supplier bill and payment separately, and retain return references when goods are sent back.

Approved purchase order with linked request, RFQ, offer, supplier bill and a 20-unit receipt — The approved synthetic order links the purchasing documents and a recorded receipt of 20 units. A linked bill alone does not demonstrate bill entry or payment. Open image

Before you continue

A receipt must follow the order’s supported quantity rules and warehouse access. Retrying a completed receipt should not be treated as permission to receive the goods twice.

Your questions, answered

Can a project manager see every supplier financial document?

No. Purchasing roles and document types have separate read and write rules.

Suppliers, purchase orders and receipts