Purchase Orders and Deliveries
Run procurement from draft order through approval, ordering, delivery recording, and verification that posts stock and cost.
Purchase orders control what you buy. Delivery verification is the moment received goods become real stock and recorded cost — so it is the most important step to get right.
The Order and Delivery Flow
- 1
Draft the purchase order
Choose the vendor, project, materials, quantities, rates, and expected delivery details.
- 2
Submit and approve
The draft moves to pending approval; an authorised user approves or rejects it based on your purchase policy.
- 3
Order the materials
An approved order is marked as ordered and becomes ready for delivery tracking.
- 4
Record the delivery
Capture received quantities, condition notes, who received it, and which order lines it covers.
- 5
Verify the delivery
Verifying adds the goods to stock, updates the order's delivery progress, and records the cost.
Status at Each Step
Orders can be edited only while draft or pending approval. A delivery is just a record until it is verified — verification is what updates stock and cost.
| Workflow | Status path | Key rule |
|---|---|---|
| Purchase order | draft → pending approval → approved → ordered | Editing is allowed only while draft or pending approval. |
| Delivery | scheduled → in transit → delivered → verified | A delivered record can be verified or rejected. |
| Order delivery progress | ordered → partially delivered → delivered | Verified deliveries advance the order's progress. |
Verification is the stock boundary
A delivery record is evidence. A verified delivery is a stock and cost event. Verify only after you have checked quantity and condition.