Purchasing messages and frequently asked questions
Access and lookup
Why does Purchase say it is unavailable?
The module, feature or task permission is missing. Check Access and permissions, including business-unit access. Order search and order viewing are different permissions.
Why is the supplier or product not in the list?
Use Find supplier by name or code or Find product by name or code, then Search selectors. Lookup results are limited. If still missing, check the tenant, supplier eligibility and source-module permissions. Do not create a duplicate Party or product to work around it.
Which ID do I enter?
| Field | Correct reference |
|---|---|
| Supplier ID | Supplier record ID |
| Vendor Partner ID | Supplier's underlying Partner ID |
| Purchase order ID in receipts | Numeric PO record ID |
| Record ID in Find invoice | Numeric purchase-invoice ID |
| Record ID in Find payment | Numeric vendor-payment ID |
| Supplier invoice number | Supplier's own bill reference |
See document numbers for an illustrated example.
Approval and changes
Why does an order for only 800 need approval?
Value is one trigger. Quotation, Contract, Tender or Emergency procurement; certain order types; Urgent priority; supplier policy conditions; or Route to approval queue can also cause review. See approval rules.
Why can I not approve the order I created?
The enforced comparison is against the submitter, not simply the creator. A submitter cannot manually approve their own order. Use a different authorised account. Automatic approval of an eligible submission is a separate policy outcome.
Does level 2 mean two approvals?
No. The policy records a level and reasons; the current workflow has one Approve decision, not two sequential signatures or a director-specific button.
Why did a changed order go back for approval?
A material amendment re-evaluates the commercial commitment. It may return to Pending approval, and earlier issue/acknowledgement metadata is cleared. Review the new revision and re-issue as needed. Notes-only changes are generally non-material under the default policy.
What do I do with a stale revision?
For approval/rejection, close the conflict dialog, review the refreshed order and reopen the action. For amendment, use Review latest revision before retrying and confirm review only after comparing the current order and retained changes. Different latest lines require a reload and reapplication of changes.
Receiving
Why did a draft receipt not change stock?
Draft saving records the proposal. Post receipt updates quantities and starts accepted-stock integration. Verify the Inventory movement separately; the current browser has missing variant/location controls.
The receipt is Posted but stock is missing. Should I post another receipt?
No. Posting and stock processing are separate steps; a missing reference or integration failure can leave stock absent after receipt posting. Give support the receipt/PO IDs, product/variant, warehouse/location context and accepted quantities. Reconcile the original receipt rather than duplicating the delivery or adding manual stock without an agreed correction.
Why does Received show complete when a few units are short?
Under-receipt tolerance can mark receipt progress complete before the arithmetic remaining reaches zero. Example: 196 of 200 with 2% under tolerance. Decide what to do about the residual; the tolerance does not automatically cancel it or settle an invoice.
Do rejected units remain available for another receipt?
Received quantity includes rejected units. Example: receive 100, accept 96, reject 4 against an order for 100. Remaining delivery is zero; invoiceable accepted quantity is 96. There is no automatic four-unit replacement order.
Can I change or reverse a receipt?
The current screen has no receipt editor. Cancel an incorrect Draft and create a corrected draft. Posted receipts cannot be cancelled here; no posted receipt reversal or supplier-return screen is provided.
Invoices and payments
Why did creating a Draft invoice close the PO?
Invoice quantity progress updates on creation, before posting. If every delivery and invoice commitment is complete, the PO can close. The invoice still needs posting and payment; check its own status.
Why does the generated invoice differ from a proportional partial delivery calculation?
The routine uses accepted quantity × unit price but copies the entire PO line tax and discount amounts. Header charges and prepaid adjustments are not included. See the calculation example. Reconcile the draft against the supplier bill and involve Accounts/support before posting a discrepancy.
Does Prices include tax calculate the included tax?
No. The current order calculation still adds entered tax to quantity × unit price less discount. The flag does not reverse-calculate tax from an inclusive price.
Why is Due date blank?
An explicit date was not entered and the recorded payment term was absent or unrecognised. The current term recogniser is limited; enter the actual agreed due date where necessary. It must not precede Invoice date.
Can I combine several receipts into one invoice or edit invoice lines?
Those controls are not in the current Purchase screens. Creation starts from one receipt and generates its accepted lines. There is one active invoice per receipt and no invoice-edit/unpost/cancel form here.
Why is the invoice still due after Post payment?
The payment is not allocated automatically. Open its detail, enter the invoice ID, Load invoice, verify, then Allocate payment. Only allocation updates Amount paid and Amount due.
Why can I not allocate the rest of a payment to the same invoice?
A payment–invoice pair can have only one allocation. Plan the pair's amount first. Two real payments settling one invoice should be separate payment records. The browser does not offer allocation editing or reversal.
Does Post payment send funds to the bank?
No. It records a payment. There is no banking/settlement step in this workflow; use actual payment evidence and your organisation's banking process.
Quick message reference
| Message / condition | Next step |
|---|---|
| Supplier is not eligible for purchasing | Resolve the live supplier restriction. |
| Required requisition/quotation/contract reference missing | Add the reference required by the chosen method/type, then resubmit. |
| Submitter cannot approve their own purchase order | Ask a different authorised approver. |
| This order must be changed through amendment | Use Amend in an eligible state. |
| Receipt exceeds permitted quantity | Recheck current cumulative receipt quantities and tolerance. |
| Purchase order line is closed for invoicing | Review the closure decision; do not duplicate the bill elsewhere. |
| Purchase invoice already exists for goods receipt | Open that invoice. |
| Invoice quantity exceeds remaining invoiceable quantity | Review prior invoice creation and accepted quantities. |
| Allocated amount exceeds payment available or invoice due | Reload balances and correct the amount. |
| Closed/cancelled orders are read-only | Review the proper historical/financial correction with the manager. |
What to send to support
Include the action, exact error, tenant and business unit, document number and numeric ID, current status/revision, and relevant quantity/amount values. Mention whether a timeout occurred. Do not include bank credentials or unnecessary personal data.
Check the saved document before retrying a timed-out creation/posting. A second click or a different number is not a safe substitute for confirming what happened to the first request.