Purchase orders and receipts

Create a purchase order

1. Open Procurement → Purchase orders.
2. Create from an approved Purchase Request or from scratch.
3. Select Supplier, lines, dates, and delivery location.
4. Save as draft. When starting from an approved Purchase Request, its lines and suggested supplier prefill the form; review prices and tax before saving. Saving links the order and converts the request together. A request can produce only one Purchase Order.

Send to the supplier

1. Open the Purchase Order.
2. Click Send.
3. Sending rechecks that the Supplier is active. Review the email-delivery result: if delivery fails, the order can still be Sent, so contact the Supplier through another channel.

Record acknowledgement

When the Supplier confirms:

1. Open the Purchase Order.
2. Choose Acknowledge (or record acknowledgement).
3. Note any quantity or date changes the Supplier proposed.

Record a goods receipt

1. Open the Purchase Order → Receipts.
2. Enter received quantities and location.
3. Confirm. Inventory Stock Levels can update automatically from this event.

Enter only remaining quantities: received plus rejected cannot exceed what remains on the order. Review any rejected quantities and their reasons.

Close a partially received order

If no more goods will arrive, open a Partially received Purchase Order, choose Close, enter a justification, and confirm.

Record a supplier invoice

1. From the Purchase Order or AP hand-off screen, Record supplier invoice.
2. Enter the supplier’s invoice reference and amounts.
3. Submit for Finance three-way matching — see Accounts payable.

Resolve match discrepancies

If Finance flags a mismatch between PO, receipt, and supplier invoice:

1. Open the Supplier Invoice's matching panel.
2. Choose Accept, Reject, or Amend, with a reason of at least 20 characters.
3. For Amend, select the original receipt and enter corrected absolute quantities, including zero when appropriate. Tadbir creates and confirms the correction together with the resolution; a correction can also apply to a fully received order.
4. Review the rematched result before AP approval.

Accounting can read Supplier Invoices and matching evidence without receiving general Purchase Order editing access.