How to read this pageEach field explains what it is for, what to enter and an example. If your company does not use a feature, that field may not appear for your profile.
1. What Purchasing is for
Purchasing records the commitment with a supplier and lets the company track what was ordered before goods arrive.
Supplier→Purchase order→Receiving→Inbound entry→Inventory / Finance
2. Purchase order: field by field
The purchase screen records supplier, dates, items, prices and commercial terms.
| Field | What it is / why it exists | What to enter | Example / rule |
|---|---|---|---|
| Supplier Required | Person/company selling the items to your company. | Search and select the correct supplier. | The supplier must already be registered. |
| Purchase date Required | Date of the purchase order. | Enter the day on which the purchase was recorded. | Date. |
| Expected delivery Optional | Date on which the goods are expected to arrive. | Enter when known. | Cannot be earlier than purchase date. |
| Payment terms Optional | Commercial condition agreed with the supplier. | Choose an available payment term. | Example: 28/56 days. |
| Product Required | Item being purchased. | Search and select the product. | Must exist in the catalog. |
| Quantity Required | Quantity ordered. | Enter how much is being purchased. | Example: 10. |
| Price Required | Agreed unit price. | Enter the value per unit. | Example: 299.90. |
| Notes Optional | Complementary information about the order. | Use for operational detail that has no dedicated field. | Avoid irrelevant data. |
- Search for the supplier.
- Enter the purchase date.
- Add the products.
- Enter quantity and unit price for each item.
- Review payment terms and expected delivery.
- Save the order and review the total.
3. Receiving: field by field
Receiving is not simply marking an order as delivered. It confirms what actually arrived.
| Field | What it is / why it exists | What to enter | Example / rule |
|---|---|---|---|
| Invoice number Optional | Supplier invoice/document number. | Enter the number shown on the document. | Check against the invoice. |
| Series Optional | Fiscal document series. | Enter it exactly as shown. | Example: 1. |
| Invoice date Optional | Issue date of the supplier invoice. | Enter the invoice date. | Date. |
| Receiving date Optional | Date on which the company actually received/recorded the goods. | Use the effective receipt date. | Date. |
| Accounts payable due date Optional | Expected payment date for the supplier. | Enter according to the agreed terms/document. | Example: 30 days after issue. |
| Received quantity Required | Quantity that physically arrived. | Count and enter the actual amount received. | May differ from the order. |
| Received price Required | Unit price considered in receiving. | Compare against order and fiscal document. | Do not change without justification. |
How to checkCompare purchase order, physical goods and supplier document. Record the actual quantity, not the quantity that was supposed to arrive.
4. When delivery differs from the order
Differences must remain visible so inventory, finance and supplier follow-up are not corrected outside the process.
| Situation | What to do |
|---|---|
| Less arrived | Record the quantity actually received and leave the remaining difference in the purchase flow. |
| More arrived | Do not accept automatically. Follow the company policy for excess goods. |
| Different price | Check the document and authorization before changing it. |
| Wrong product | Do not record it as the ordered product. Register the discrepancy and follow return/correction procedure. |