SolutionsProcure to stock
One purchase record, from the floor that needed it to the account it lands on.
A need is raised, approved, ordered, delivered short, booked as a purchase, put away in a sector and posted to inventory. Five parts of the organization touch it. Nobody types it in twice, and the shortfall that happened on the loading bay is still on the record when Finance reads it.
What the record picks up, gate by gate
A need, with an owner
The request starts inside the organization.
A warehouse lead raises a need: what, how many, and why. The approver records a decision and an approved quantity on each line, and lines the warehouse already holds reserve existing stock instead of being bought.
- The record learns
- Raised byWarehouse Lead · Logistics
- Answerable
- The requester, with a written justification
- State it carries away
- Raised
Handled byPurchase Requests & Approvals
in Purchasing & Supply Commitment
The approved need becomes an order to a supplier.
Approved lines the warehouse cannot cover become order lines to a supplier, and each order line keeps a reference to the request line it fulfils — so the reason the money is being committed stays attached to the commitment itself.
- The record learns
- Ordered fromSupplier · 40 units
- Answerable
- The order, against the approved request
- State it carries away
- Ordered
Handled byPurchase Orders
in Purchasing & Supply Still carryingRaised by · Warehouse Lead · Logistics
Physical reality
What arrived is recorded, not what was ordered.
Delivery is accepted line by line. Forty were ordered and thirty-eight arrived, so the record says thirty-eight and keeps the shortfall. Nothing is rounded up to make the order and the delivery agree.
- The record learns
- Accepted38 of 40 · 2 short
- Answerable
- The receipt, against the order
- State it carries away
- Received
Handled byGoods Acceptance & Receiving
in Purchasing & Supply Still carryingRaised by · Warehouse Lead · LogisticsOrdered from · Supplier · 40 units
Two units short. The gap stays on the record instead of being corrected away.
Commercial record
The purchase is recorded from what was accepted.
The purchase is built on the order and takes its quantities from the acceptance — thirty-eight, not forty. It carries the commercial side of the buy: currency and exchange rate, payment terms, customs data and freight. Recording it is what puts the goods in stock and posts them to the ledger.
- The record learns
- Booked asPurchase · 38 units
- Answerable
- The purchase, against the order and its acceptance
- State it carries away
- Purchased
Handled byPurchase Orders
in Purchasing & Supply Still carryingRaised by · Warehouse Lead · LogisticsOrdered from · Supplier · 40 unitsAccepted · 38 of 40 · 2 short
Still 2 short against the order — visible here too.
Location
The goods take a physical place in a warehouse.
Thirty-eight units land in a named warehouse and sector — with the space, capacity, temperature and humidity that sector actually reports. Stock is a position in a building, not a number in a column.
- The record learns
- Placed inCentral · Sector B
- Answerable
- The warehouse holding it
- State it carries away
- In stock
Handled byStock Ledger & Inventory Visibility
in Warehouse Management Still carryingRaised by · Warehouse Lead · LogisticsOrdered from · Supplier · 40 unitsAccepted · 38 of 40 · 2 shortBooked as · Purchase · 38 units
Still 2 short against the order — visible here too.
The warehouse the goods landed in — sections with space, capacity, temperature and humidity. Financial effect
The purchase reaches the ledger on its own.
Recording the purchase is what posts it. The value of what actually arrived lands against the inventory account, and the ledger row can be traced back to the purchase, the order and the request that started it.
- The record learns
- Posted to1200 · Inventory
- Answerable
- The posting, traceable to the purchase
- State it carries away
- Posted
Handled byAutomatic Posting from Operations
in Finance & AccountingGeneral Ledger in Finance & Accounting Still carryingRaised by · Warehouse Lead · LogisticsOrdered from · Supplier · 40 unitsAccepted · 38 of 40 · 2 shortBooked as · Purchase · 38 unitsPlaced in · Central · Sector B
Still 2 short against the order — visible here too.
The general ledger the movement posted into — accounts, balances and row provenance.
The parts of continON that carried it
- RaisedA need, with an ownerPurchase Requests & Approvals
- OrderedCommitmentPurchase Orders
- ReceivedPhysical realityGoods Acceptance & Receiving
- PurchasedCommercial recordPurchase Orders
- In stockLocationStock Ledger & Inventory Visibility
- PostedFinancial effectAutomatic Posting from OperationsGeneral Ledger
Run this on your own purchase flow.
A guided walkthrough on a sanitized demo tenant — a request raised, ordered, received short, purchased, put away and posted, on one record.