Purchase order, goods receipt and supplier invoice
Keep ordering, physical receipt and supplier billing distinct.
Before you begin
- Supplier master
- Purchase permission
- Products and warehouses configured
Step-by-step instructions
Complete and verify each stage before continuing.
- 01
Prepare the order
Select the supplier and the intended item variants, units, expected quantities, rates and delivery details in the purchase ordering workflow.
- 02
Record received quantities
When goods physically arrive, create the supported receipt/GRN document. Enter actual accepted quantity, not simply the quantity ordered.
- 03
Check shortages and damage
Record exceptions using available fields and approved business procedures. Avoid changing receipt quantities just to match supplier paperwork.
- 04
Enter the supplier invoice
Check the supplier invoice reference, GST values, rates, extra expenses and linkage to goods received when supported.
- 05
Review accounts and stock
Verify the stock movement and supplier ledger treatment; an ordered item is not necessarily received or payable.
- 06
Settle approved balances
Use the appropriate Payment Voucher when an invoice is approved for settlement, with correct payment method and bill allocations.
Final verification checklist
- GRN matches received goods
- Supplier invoice is not duplicate
- Unpaid balance is traceable