Procurement Workflow
Create a PO, receive items (partial or full) to update inventory, optionally create a bill for Accounts Payable, and progress status from Open/Overdue/Partial to Received or Cancelled.
Purchase Order (PO)
Overview
Create a PO to request goods/services and control inbound stock. Receiving updates inventory; creating a Bill records the payable but does not change the PO status.
Workflow Type
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Standard receive → Received
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Partial/staged receive → Partial until complete
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Overdue follow-up → Overdue (still actionable)
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Admin finish/void → Close or Cancel
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Accounting any time → Create Bill (status unchanged)
Flow at a Glance
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Create PO (User) → Status: Open → Inventory: none → Accounting: none
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Receive all (User) → Status: Received → Inventory: on-hand up → Accounting: none
OR Receive some (User) → Status: Partial → Inventory: partial up → Accounting: none -
Due date passes (System) → Status: Overdue → Inventory/Accounting: none
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Close (Admin) → Status: Received (admin finish) → Inventory/Accounting: none
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Cancel (Admin) → Status: Cancelled → Inventory/Accounting: none
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Create Bill (User, any non-Cancelled) → Status: unchanged → Inventory: none → Accounting: A/P up
Status & Actions
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Open: receive / create bill / close (admin) / cancel (admin)
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Overdue: same as Open
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Partial: receive more / create bill / close (admin) / cancel (admin)
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Received (end): create bill / reopen (admin)
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Cancelled (end): reopen (admin)
Role & Authorization
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General User: create PO, receive, create bill
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Admin only : close, cancel, reopen, edit numbering/defaults
Best Practice
Review Overdue daily; use Partial for staged deliveries; 3-way match (PO–Receipt–Bill); avoid edits after receiving starts; document exceptions; maintain Vendor-Item catalog.