How to check deliveries against purchase orders
To check deliveries against orders, the receiving step has to produce a record rather than a signature on a delivery note. In Jestor, receipt is a stage on the purchase record, partial deliveries are logged, and divergences block the invoice from being approved until they are resolved.
Why paying for what never arrived is so common
The order is placed by one person, received by another and paid by a third. Each step happens correctly in isolation, and nobody compares them.
The invoice matches the order, so it gets approved. Whether the goods actually arrived is a separate question that nobody is asked.
What structured receiving prevents:
- Invoices paid for undelivered goods
- Partial deliveries treated as complete
- Quality problems discovered after payment
- No record of who received what
- Disputes with suppliers based on memory
The three way match
| Document | What it states | Who produces it |
|---|---|---|
| Purchase order | What was ordered and agreed | Procurement |
| Receipt record | What actually arrived | Whoever received it |
| Invoice | What is being charged | The supplier |
When all three agree, payment proceeds. When they do not, the difference is the thing to resolve.
Step by step to implement it
- Keep the order items as connected records on the purchase.
- Add a receiving stage where quantities received are entered per item.
- Allow partial receipt, since split deliveries are normal.
- Require a photo where condition matters.
- Calculate the divergence automatically between ordered and received.
- Block invoice approval while a divergence is open.
- Record the resolution, whether a credit, a return or an accepted difference.
Why partial receipt has to be a first class case
Systems that only handle complete delivery force people to lie: they mark an order received when eighty percent arrived, because there is no other option. From that moment the data is wrong, and the remaining twenty percent is tracked in someone's head.
Why choose Jestor
In Jestor, order items are connected records, so quantities ordered and received sit on the same structure and the difference is a formula. Receiving can require photo evidence, conditional rules can block the next stage while a divergence is open, and the approved invoice reaches the ERP only once the match is resolved.
Frequently Asked Questions
Can I record a partial delivery?
Yes. Quantities are recorded per item, so partial receipt is a normal case. See jestor.com.
Can a divergence block payment?
Yes. A conditional rule can prevent the invoice stage while the difference is open.
Is the divergence calculated automatically?
Yes, as a formula between quantity ordered and quantity received.
Video Tutorial: Step by Step
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