Goods are received by the warehouse and billed by accounts payable
Who is involved
| Role | What they do |
|---|---|
| Buyer | Sends the order and follows it until it is billed. |
| Warehouse user | Receives the delivery against the order. |
| Accounts payable clerk | Enters the supplier bill with the order number. |
| Finance controller | Accepts any difference outside tolerance. |
Step by step
- Buyer
Sends the purchase order.
What they see:The timeline shows Sent to supplier and Goods received as the next step.
- Warehouse user
Opens the order when the truck arrives, types what was actually delivered per line with the delivery note number and presses Post receipt.
What they see:The order becomes Partially received, or Received if everything came, and each line shows how many units are still to come.
- Buyer
Opens the order.
What they see:Goods received now shows the units received so far.
- Accounts payable clerk
Enters the supplier's bill with the purchase order number in the reference or notes.
What they see:The bill links itself to the order, is compared with what was ordered and received line by line, and shows Matched or Variance.
- Finance controller
Accepts a variance with a written reason, or sends the bill back.
What they see:The reason and the person are kept on the bill.
- Buyer
Opens the order after the bill is posted and paid.
What they see:Billed and Paid are lit on the timeline.
Who is told what
The warehouse sees nothing new until it opens the order. The Received, not billed tile on the Purchase orders list is the queue accounts payable works from.
Related
- Inventory, Purchasing & Warehousing
- Accounting & E-Invoicing
- A confirmed order short of stock raises a purchase order
- A count above the tolerance waits for a second person
- A low-stock alert becomes a purchase order
- Suppliers come from the shared party register
- The till takes stock and puts it back
- Team workflows