Three documents describe one purchase: what you ordered, what arrived, and what you were billed. The control is checking that they agree — and being told, on the bill, when they do not.
Recording the receipt
- Open the purchase order and choose Receive goods.
- Enter what actually arrived. Change the quantities where the delivery was short.
- Enter batch, serial or expiry where the item is tracked that way.
- Save. Stock goes up at the location you received into.
Receiving does not change the order’s status. What arrived is recorded on the lines and on the receipt itself; the order’s status says how much of it has been billed. They are two different questions and an order can easily have arrived in full and been billed for none of it.
Entering the bill
- Go to Procurement → Purchase bills and choose New, or raise it from the order.
- Enter the vendor’s invoice number and date — not yours; this is their document.
- Check the lines against the receipt.
- Any difference between ordered, received and billed is shown on the bill.
- Save.
Enter the bill even when it disagrees. Recording it and leaving the difference visible is what gets it resolved. A bill held out of the system to avoid a mismatch is a bill nobody is chasing.
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