Purchase, receive and check a supplier invoice¶
Keep the purchase order, physical receipt and supplier document consistent, including partial deliveries and differences in price or quantity.
Before you start¶
Register the supplier and products, review the purchase fiscal operation and identify who approves the purchase. If your company uses requests or purchase agreements, start from the approved request or agreement.
Step by step¶
1. Request and approve the purchase¶
In Purchase, create a request for quotation with supplier, products, quantities, units, prices and expected dates. Compare commercial conditions and confirm the agreed order through the applicable approval flow.
2. Record what arrived¶
Open Receipt on the order. Compare the received goods with the order and supplier document; record actual quantities and required lots. Validate the receipt and retain a backorder when a balance will arrive later. Document shortages, damage and substitutions before accepting them.
3. Match the fiscal document and bill¶
Import or locate the supplier XML using the NF-e or DF-e procedure. Review the supplier-product associations and document key before creating another bill. Match the bill to the purchase and check quantities, prices, freight, taxes, payment terms and existing advances.
Expected result¶
The received quantities and payable amounts are supported by the purchase and supplier document, with differences recorded for resolution.
If something goes wrong¶
A fiscal XML import does not necessarily validate stock receipt or post a payable automatically. Check each result in your configuration. If products do not match, correct supplier references and units before posting; do not duplicate the bill to solve the mismatch.