What happens automatically in Purchasing

Use this as a checklist when deciding whether a save has completed the business process.

Your action	What changes automatically	What still needs a person
Save order	Calculates line/header/base amounts and saves Draft	Review the total, supplier and terms; Submit.
Submit	Revalidates supplier/references, evaluates approval, records pending/approved decision	Independent approval when required; supplier communication.
Approve	Records actor, time, decision and revision context	Issue/acknowledgement where applicable.
Issue / Acknowledge	Records workflow state and reference	Actual external communication.
Amend	Saves revision history and re-evaluates commercial approval	Review the resulting state and re-issue if needed.
Save draft receipt	Stores the draft	Review then Post receipt; no stock change yet.
Post receipt	Updates received/accepted/rejected totals and dispatches accepted stock addition	Verify the correct Inventory movement and resolve integration problems.
Create draft invoice	Uses accepted quantities; advances PO invoiced progress; may close PO	Check against supplier bill, then Post invoice.
Post invoice	Records Posted and sends the liability event to Accounting	Record the actual payment and allocate it.
Post payment	Saves a Posted payment, initially unallocated	Allocate it to the correct invoice(s).
Allocate payment	Updates payment availability and invoice paid/due/status; sends the accounting event	Reconcile against payment evidence and supplier statements.
Close/cancel a line	Records reason, actor and control/quantity change; recalculates operational state	Resolve physical/financial exceptions separately.

Numbering

The browser requires PO number and Receipt number on creation. Purchase invoice and vendor payment numbers are generated. The supplier's invoice number is entered separately. Record numeric IDs too, because the invoice/payment lookup screens use them.

No stock change at order approval

Purchase orders do not reserve or add inventory when submitted/approved. The stock addition is associated with a posted receipt's accepted quantity. Posting an invoice or allocating payment does not add the goods a second time.

The Inventory step follows receipt commit and requires the right references. See setup limitations and verification.

Completion and payment are independent

A Closed PO does not prove a posted or paid invoice. An Allocated payment proves the recorded allocation, not bank settlement. Review each document's own status.

Things you should not expect automatically

• No supplier email, bank transfer, bank export or settlement confirmation.
• No supplier returns/debit-note workflow or posted-receipt reversal in these screens.
• No complete inspection, lot or serial workflow from Inspection required.
• No automatic prorating of PO line tax/discount to partial receipts, or automatic inclusion of header charges in generated invoices.
• No automatic replacement order for rejected goods.
• No editable invoice-matching exception queue or automatic decision that a bill discrepancy is acceptable.
• No automatic refresh of agreed historical supplier information after a master-data change.