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Procurement and Receiving

Understand the document chain

Purchase Requisition → Purchase Order → Goods Received Note → Post to Inventory → Purchase and Movement

Each document has a different purpose:

  • A Purchase Requisition requests approval to obtain goods.
  • A Purchase Order confirms what is ordered from the supplier.
  • A Goods Received Note records what physically arrived.
  • Post to Inventory adds the accepted quantity to the selected warehouse.

Create a purchase requisition

  1. Open Procurement → Requisitions and select New Requisition.
  2. Select Purchase.
  3. Enter a clear title and requesting department.
  4. Select the approved supplier and destination warehouse.
  5. Add each product and enter the required quantity.
  6. Check available quantity, unit, cost, tax, and total.
  7. Add a useful internal note and submit.
  8. Open the preview and select Send for Approval.

After sending, the requisition cannot be edited. Follow the organization's approval procedure before continuing.

Create a purchase order from a requisition

Before starting, an authorized user must have created a default delivery address.

  1. Open Procurement → Purchase Orders and select New Purchase Order.
  2. Choose From Requisition.
  3. Find the approved purchase requisition and select Add.
  4. Select the supplier, delivery address, and expected delivery date.
  5. Confirm that the correct requisition lines were added.
  6. Recheck every item's price, tax, quantity, unit, and total.
  7. Add internal and supplier-facing notes as required, then submit.
  8. Preview the order and select Send for Approval.

Before sending the supplier copy, confirm that the delivery address, delivery date, unit, quantity, price, tax, and total match the approved request.

Receive a purchase order

Only record goods that have physically arrived and been checked.

  1. Open Goods Received Notes and select New Goods Received Note.
  2. Choose From Purchase Order.
  3. Find the approved purchase order and select Add.
  4. Confirm the supplier, received-by name, and receipt date.
  5. Compare each delivered product with the purchase order.
  6. Enter the quantity actually received—not automatically the ordered quantity.
  7. Record shortages, damage, or other relevant information in the notes.
  8. Submit and preview the Goods Received Note.
  9. Select Send for Approval.
  10. When its status is Received, select Post to Inventory.
  11. Choose the warehouse that physically received the goods and submit.

Expected result: the GRN changes to Posted to Stock, shows an Inventory Document number, and creates a Purchase record and positive Purchase movement.

Receive an order in more than one delivery

Create one Goods Received Note for each physical delivery.

  1. Open earlier GRNs for the same Purchase Order and total their received quantities.
  2. Calculate the quantity still outstanding.
  3. Create the next GRN from the same Purchase Order.
  4. Enter the quantity actually delivered.
  5. State the delivery sequence and remaining balance in the note.
  6. Post each GRN separately to the warehouse that received it.
  7. Confirm that all GRNs combined equal the intended total.

Do not receive more than ordered unless an approved policy allows it.

Partial-delivery calculation example

A Purchase Order contains 5 crates, and each crate contains 12 bottles. The first delivery is 4 crates:

  • Ordered: 5 crates = 60 bottles.
  • First GRN: 4 crates = 48 bottles.
  • Outstanding: 1 crate = 12 bottles.

On the next GRN, enter only what physically arrives and compare its base-unit equivalent with the 12 bottles outstanding.

Direct purchase

Use Direct Purchase only when organizational policy permits receiving without the requisition and purchase-order chain.

  1. Open Purchases → New Purchase.
  2. Select Settlement or On-Credit according to the real arrangement.
  3. Select the warehouse and supplier.
  4. Add the products and enter quantity, unit cost, and tax.
  5. Check totals and notes, then submit once.
  6. Confirm the purchase and its positive movement.
  7. For an on-credit purchase, follow the organization's separate supplier payment procedure. Purchase-payment training is outside this course version.

Safe recovery

If submission does not clearly succeed:

  1. Check the document list for the expected code.
  2. Check Movements for a linked stock entry.
  3. Do not submit repeatedly.
  4. Record what you were doing and ask a Supervisor for help.