Goods arrive without a clear order
Solution: Use the approved supplier order as the reference when receiving goods.
Expected result: Receiving staff know what was ordered.
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Purchasing
Connect supplier orders, goods received and the amounts your business owes.
For buyers, receiving staff and accounts payable teams.
Request a Purchasing Demo
Problems & solutions
Partial deliveries are forgotten
Solution: Record actual receipts and keep the remaining quantity outstanding.
Expected result: Buyers can follow up on missing supply.
Invoices are paid without checking quantities
Solution: Compare the order, receipt and invoice before approval.
Expected result: Resolve discrepancies before payment.
Workflow
01Request→
02Purchase order→
03Receive goods→
04Supplier invoice→
05Payment
Purchase planning
Start with a request and agree the products, quantities, prices and delivery dates with the supplier.
Receiving goods
Compare delivered quantities with the purchase order and record any shortage or damage.
Supplier payments
Connect supplier invoices and payments to their purchasing documents.
Example
Order 100 cartons and receive 80. Record a receipt of 80 and keep 20 outstanding. If the supplier invoices all 100, review the difference against the agreed billing terms before approving payment.
Common mistakes
- Recording the ordered quantity as received
Prevention: Count actual deliveries and leave the remainder outstanding.
- Using inconsistent units
Prevention: Check whether documents refer to cartons, boxes or individual items and verify conversions.
- Paying the same invoice twice
Prevention: Check the supplier invoice reference and payment history before approval.
Work through a complete example
Use these illustrative cases to evaluate the workflow with the demonstration team. Confirm the available screens, controls and configuration for your scope.
Follow the quantities and amounts
Order 100 cartons at 300,000 LAK each: 30 million LAK before tax and charges. Receive 80 cartons, worth 24 million at the order price, with 20 still outstanding. If the invoice charges all 100, the 20-carton difference is 6 million LAK. Record the discrepancy and resolve it under the agreed supplier terms before approving payment.
Read the visual: compare each document or stage separately, then follow the reconciliation shown beside it.
Purchase order · 100 cartons
80Received
20Outstanding
Record actual receipt: 80, not 100
Supplier invoice review
30mInvoice
24mReceived value
6mDifference
At 300,000 LAK per carton · review before payment
Documents and team handovers
- 01
Request and supplier order
Keep the requested products, units, agreed prices, delivery date and approval evidence together.
- 02
Receipt and inspection
Count the actual 80 cartons. Record shortages or damage and retain delivery evidence instead of copying the order quantity.
- 03
Invoice review
Compare the order, actual receipt and supplier invoice. Record who investigates the difference and what the supplier agrees to do.
When the normal process changes
Case 1: Ten cartons arrive damaged
Problem / consequence
Treating damaged goods as available stock can lead to an unusable sale or issue.
Correction / prevention
Identify their condition, separate them from usable goods and agree replacement, return or credit handling with the supplier.
Case 2: The supplier substitutes a product
Problem / consequence
An unapproved substitute can meet the quantity but fail the business requirement.
Correction / prevention
Get the responsible buyer's approval, verify the item and unit, and retain the reason for the substitution.
Case 3: The remaining supply is cancelled
Problem / consequence
The buyer keeps chasing an order that will never arrive.
Correction / prevention
Confirm cancellation terms, close only the outstanding quantity and reconcile any deposit or invoice already recorded.
Responsibilities, reports and controls
Buyer
Owns supplier terms, overdue deliveries and approved changes.
Receiving staff
Confirm quantity and condition independently of the ordered amount.
Accounts payable
Review invoice references, discrepancy resolution and payment history. Confirm whether matching and duplicate checks are manual or supported by system controls.
Ask to see these cases in your demo
- Show 100 ordered, 80 received and 20 outstanding without inflating stock.
- Show how a 100-carton invoice is reviewed against the 80-carton receipt.
- Demonstrate damaged-goods handling, duplicate-invoice review and cancellation of the remainder.
Agree the results and any limitations in the implementation scope before launch.
Plan your demo
Bring these examples
Bring a supplier order, partial delivery note and invoice.
Outputs to review
Review outstanding orders, receipt history and supplier balances during the demo.
Confirm the scope
Confirm approval rules, partial receipts, invoice checks, data preparation and training requirements.