Purchasing terms and document numbers
| Term | Meaning | Example |
|---|---|---|
| PO | Purchase order: the buying commitment | PO-BHS-2026-017 |
| GR | Goods receipt: a delivery recorded against PO lines | GR-BHS-2026-041 |
| Supplier | The purchasing relationship and eligibility record | Supplier ID 17, code SUP-0017 |
| Vendor Partner | The underlying trading relationship referenced by payments | Partner ID 71, not Supplier ID 17 |
| Transaction currency | Currency in which the purchase is agreed | EUR |
| Base currency | Currency used for base amounts and approval thresholds | GBP |
| Exchange rate | Base-currency units for one transaction-currency unit | EUR 1 × 0.85 = GBP 0.85 |
| Supplier snapshot | Historical supplier/commercial information captured on the document | Ordering address and terms when committed |
| Revision | Saved version of an agreed order following an amendment | Revision 1 after revision 0 |
| Received | Quantity recorded as arriving | 100 mugs |
| Accepted | Received quantity accepted for the receipt and invoice workflow | 96 mugs |
| Rejected | Received quantity not accepted | 4 mugs |
| Damaged | Part of the rejected quantity identified as damaged | 3 of the 4 rejected mugs |
| Remaining | Quantity still available to receive, subject to controls | Ordered − received − cancelled |
| Invoiceable | Accepted quantity not already invoiced, subject to closure | Accepted − invoiced |
| Allocation | Applying a payment amount to a specific invoice | GBP 300 of payment VP-A to invoice 201 |
| Closed | No further operational receiving/invoicing commitment | Does not necessarily mean the invoice is paid |
Record ID versus document number
The numeric Record ID used in Find invoice and Find payment is not the document's printed number. Likewise, Supplier invoice number is the supplier's own reference, not the generated purchase-invoice number.
Example: enter 201 in Find invoice, not NW-INV-8801. Enter Partner ID 71 in Vendor Partner ID, not Supplier ID 17. These IDs are illustrative; copy the actual ID from the saved record or its application URL.
Three kinds of status on a line
An order line has Lifecycle, Receipt progress and Invoice progress. Read them together:
| Example | Lifecycle | Receipt progress | Invoice progress |
|---|---|---|---|
| Nothing delivered | Open | Not received | Not invoiced |
| 100 of 200 arrived, all 100 invoiced | Open | Partially received | Invoiced relative to accepted quantity |
| Remaining delivery cancelled and accepted units invoiced | Closed | Reflects the reduced commitment | Invoiced |
| Both receiving and invoicing explicitly closed | Closed | Historical progress is still retained | Historical progress is still retained |
An Invoiced line status does not prove all ordered units arrived: it can mean all units accepted so far have been invoiced. Read the numeric quantities before deciding what remains to be done.