The arrival, acceptance and invoice receipt are usually not the same day. If the system requires all actions to be completed at once, purchasing personnel may fill in information that has not yet occurred, and finance cannot tell which amounts are still pending. The three types of documents should be recorded independently and then related according to business rules.

How to arrange records and operations

The purchase order is used as the agreed source, the arrival note records the actual receipt, the acceptance note confirms the receivable quantity, and the invoice is registered as a corresponding note. Partial arrivals and multiple invoicing allow matching on a case-by-case basis. Price differences, quantity differences and returns are entered into the checklist respectively, and responsibilities and basis are retained for subsequent processing.

The verification details need to separately display the agreed amount of the order, the accepted amount and the matched invoice amount, so that the difference can have an explainable source. When the return occurs after invoicing, the original delivery relationship cannot be lost, and the return and subsequent invoice processing records should be associated. When there are tax-included and tax-exclusive prices, the fields must be clear and cannot be guessed based on remarks. Matches that exceed the scope of the rules are confirmed by the designated position; the system retains a list of differences without modifying the receipt quantity to make the books look consistent.

Specific scenarios that need to be checked

For example, orders are delivered in batches, one invoice covers two arrivals, and during testing, check whether the matching quantity exceeds the limit. The financial confirmation status cannot be modified at will by the purchasing personnel. For records that have not received invoices, the query page displays business facts and to-do status to avoid taking estimated data as the final result.