Purchase to Stock and Supplier Control

Record chain

Inventory Requisition → Approval → Purchase Order → Goods Received Note → Stock movement → Back Office supplier/finance review

Handoff procedure

1. Inventory records the genuine requirement with department, supplier when applicable, products, quantities, units, and required date.
2. Authorized users review and approve the requisition.
3. Procurement creates the purchase order with approved supplier, delivery address, items, units, quantities, prices, tax, and delivery date.
4. Receiving staff count and inspect what arrived before creating the Goods Received Note.
5. Quantities are entered in the unit shown on the supplier document. Confirm product unit conversions before posting to stock.
6. Post only accepted quantities to the correct warehouse.
7. Back Office matches requisition, purchase order, receipt, supplier, items, quantities, price, tax, and total before settlement.
8. Confirm the stock movement, procurement reports, stock valuation, and payable or expense evidence.

Stop the handoff when

• supplier, product, unit, quantity, price, tax, or total does not agree;
• goods are damaged, short, excess, or delivered to the wrong location;
• the receiving record is missing or already posted; or
• a requested correction would remove the original evidence.

Record the difference and its owner. Do not adjust stock or finance separately just to make totals agree.