Buying happens on a phone call and the supplier’s invoice does not match what arrived. What is needed is a purchase order, a receipt and a three-way match before payment.
Receive in parts; each receipt updates stock and cost straight away.
Suppliers, their orders and what is still due from them.
Purchase order numbers never repeat however many are created at once — tested.
A supplier’s bill is a document in its own right: you enter a draft, validate it so it takes its number and becomes a debt, and its input tax posts to its own account. Paying and cancelling both reach the books, and a bill with any payment against it cannot be cancelled.
A bill is filled from what actually arrived, less what earlier bills already claimed, at the order’s price; the screen puts ordered, received and billed side by side and flags an overage and a price gap. What a bill matched is frozen the moment it is validated and never recomputed.
A receipt on its own creates no debt — it posts to a goods-received-not-invoiced account, and the bill is what turns it into a payable. So the bill may arrive before the goods or after them, and the balances end up the same.
The order placed with its value and its expected date, every receipt — and by how much it came in over the order, when it did — and its cancellation, written onto the order in both languages, with the team’s notes and a follow-up with a date and an owner, instead of scattered messages about a late shipment.
Correcting a supplier’s bill with a credit note from them. Not available today; a bill with no payment against it is cancelled instead.
On one set of data: what happens here reaches these apps without anyone retyping it.
Over-receipt is accepted and recorded as it is: the goods physically arrived, and not recording them would make stock wrong.
Yes — each receipt enters stock at its cost straight away and updates the average cost.
Yes. A supplier’s bill is filled from what actually arrived, less what earlier bills already claimed, at the order’s price, and ordered, received and billed are shown side by side. An overage is recorded and flagged, not refused.
Contracting firms with long projects, milestone claims, subcontractors, and materials and labour on site.
Grocers and supermarkets with thousands of fast-moving lines, thin margins and short shelf lives.
Hotels and resorts with rooms, seasonal rates and multiple services charged to the room account.