OTO Inventory Procurement Cheat Sheet

Purchase chain

Purchase Requisition → Approved → Purchase Order → Approved → Goods Received Note → Received → Post to Inventory → Posted to Stock

Requisition check

Title → department → supplier → warehouse → products → quantities → available quantity → unit/cost/tax/total → note → submit → send for approval.

Purchase Order check

Approved requisition → supplier → delivery address → delivery date → add requisition → verify every item → recheck tax → notes → submit → approval.

Receiving check

Approved PO → physical delivery → supplier → received by/date → actual received quantity → shortages/damage note → submit → approval → Post to Inventory → correct warehouse.

Partial delivery

Earlier GRNs → total already received → calculate balance → enter actual new delivery → note delivery sequence → post → confirm combined total.

Final proof

GRN says Posted to Stock → Inventory Document number is present → Purchase record exists → positive Purchase movement exists in the receiving warehouse.

Never

• Receive goods that have not arrived.
• Copy ordered quantity without counting the delivery.
• Post to the wrong warehouse.
• Resubmit repeatedly when the result is unclear.
• Change stock with an Adjustment to replace a missing GRN.