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Seven steps, about two minutes. Scroll, and follow a purchase order from the buyer's desk to the receiving dock to the books.
Sample data. Every person, supplier and store shown is invented.
Monday · Head office
01 · Monday, 08:10 · Head office
Aina buys fresh produce for the Bukit Jalil stores. Her worklist holds every purchase order across the estate, with filters that survive a thousand open orders and status in plain words.
02 · Monday, 08:20 · Head office
Payment terms, currency and the receiving dock fill in from the supplier and store records. The earliest delivery date comes from the supplier's lead time, so the dock is never promised a truck that cannot come.
03 · Monday, 08:24 · Head office
Every line is priced and totalled as she types. Nine packs of cucumber is below the supplier's minimum of ten, so the line says so before the supplier has to.
04 · Monday, 08:31 · Head office
The order is over the buyer's limit, so the category manager approves it. Whoever writes a document can never approve it: separation of duties is enforced person by person.
Thursday · Dock 2, Bukit Jalil
05 · Thursday, 14:20 · Dock 2, Bukit Jalil
The team receives against the same order on a handheld. Nothing is keyed twice and there is no paper delivery note to match later: the order and the receipt are one record.
06 · Thursday, 14:22 · Dock 2
Batch, expiry and bin are captured line by line. Spinach that expires in four days is flagged before it reaches a shelf, and the truck temperature is recorded against the chilled range.
Thursday, four minutes later
07 · Thursday, 14:24 · Dock 2
Posting puts the stock on hand and writes the accounting entry in the same step, with who and when on the audit trail. A posted receipt can be reversed, never quietly edited.
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