What you asked the supplier for, in writing, so what turns up can be checked against it rather than remembered.
Ordering by phone works until it does not: the wrong size arrives, the rate is not the one that was discussed, or half the order is missing and nobody can say what the other half was.
A purchase order settles it before the goods move. It records the items, the quantities and the rates you agreed, and when the delivery arrives the two are put side by side — which is also how a short delivery gets noticed on the day rather than at stock count.
Supplier, items, quantities and the rates agreed.
The supplier gets exactly what was asked for.
What arrived against what was ordered.
Stock comes in and the supplier’s balance moves.
The paperwork either side of the bill: quotations and orders before it, returns and notes after it, on both the selling and the buying side. Each document carries over to the next, so an accepted quote becomes an order or an invoice without being typed again.
Trades that quote before they deliver live in this area — the quote goes out, the order confirms it, the challan moves the goods, and the invoice closes it.
Choosing the supplier before, recording the bill after.
Purchase quote comparison puts suppliers’ quotes side by side and awards from the comparison — see the plan table for where it is available.
No. Stock comes in when the purchase bill is recorded, not when the order is placed.
The order stays open with what was asked for, so the delivery can be checked against it line by line.
The rate you agreed and the quantity you asked for, both on record before the goods move.
