Before you start purchasing
Prepare the supplier, products, destination and agreed commercial details before creating an order.
Preparation checklist
| Prepare | Example | Why it matters |
|---|---|---|
| Supplier with purchasing eligibility | Northstar Wholesale, SUP-0017 | Purchase validates the Supplier relationship, not just the Party name. |
| Supplier's Partner reference | Partner ID 71 in this invented example | Vendor payment uses the Partner ID, which is different from Supplier ID 17. |
| Business unit and access | Bright Home Supplies | Documents and operations are scoped to the unit. |
| Warehouse and inventory setup | Main Warehouse | The receipt inherits the order's warehouse. |
| Catalog products | Ceramic Mug, Cotton T-shirt | Order lines select existing products. |
| Agreed purchase costs | 2.50 and 6.00 | Purchase unit prices are entered; Sales price-list estimates do not fill them. |
| Dates | Order 07/11/2026, requested delivery 10/11/2026 | Date-ordering checks apply at save and later actions. |
| Currencies and rate | GBP / GBP, rate 1 | Approval thresholds use base-currency totals. |
| Source references and terms | Quote NW-Q-204, NET30 | Some procurement methods require references at submission. |
Supplier eligibility is checked again
A supplier appearing in a selector is not a permanent guarantee of eligibility. Status, effective dates, purchasing restrictions, holds and allowed commercial conditions can prevent a later submission, approval, issue or amendment.
If the supplier becomes blocked after the draft is created, ask the supplier administrator to resolve the actual restriction. Approval is not a way to override a hard purchasing block.
Supplier identity belongs in Party; the trading relationship belongs in Partner and purchasing settings belong in Supplier. Do not create another Party merely because one lookup is empty.
Current stock-receiving setup limitation
The current browser order editor selects Product but has no Product Variant selector. The receipt form has no warehouse-location selector. A receipt carries a variant from its source order line, and Inventory stock addition needs the appropriate product/variant and location references.
Consequently, do not assume that creating a product-only order and posting a browser-created receipt guarantees a usable stock balance for a particular SKU or bin. There is no documented browser step that fills these missing references, and the receipt path does not automatically choose the warehouse's default location.
Before using this workflow for stock, have the application owner verify the receiving integration and supported reference setup in your environment. If a receipt is posted but the stock movement is missing, investigate that receipt; do not post a replacement receipt or add stock manually without an agreed reconciliation.
The order, receipt and invoice examples explain the document workflow. Their stock checkpoints are conditional on that integration being correctly supplied; they do not imply a variant or bin control exists in the current form.
Codes and references are not automation
Entering Contract reference does not create a contract. Incoterm, Shipping method code and Payment method code record agreed information; they do not book transport or transmit money. Inspection required records a control flag; these screens do not provide a full inspection/disposition workbench.
Example: plan a routine replenishment
Omar agrees 200 mugs and 50 T-shirts for GBP 800, no extra charges. He checks Northstar's eligibility, chooses Standard, Direct, Normal, and enters delivery dates. He can submit without adding a quotation reference because Direct does not require one. If he instead chooses Quotation, he must enter the quotation reference and expect human approval even though GBP 800 is below the value threshold.