Purchasing and Payables
Automatic Restock to Replenished Inventory
This workflow turns maintained warehouse reorder settings into reviewed purchase orders, a partial receipt, and an updated inventory position. It begins with item and vendor setup and ends when purchasing and receiving can explain what Brisk suggested, what staff approved, what arrived, and what remains open.
Demonstration notice: All vendors, items, quantities, identifiers, costs, and transactions are fictional. The documentation run creates controlled draft records and sends nothing to a vendor.
Workflow at a glance
| Outcome | Reviewed purchasing work and a traceable partial or complete receipt |
| Starts with | Maintained warehouse reorder and vendor settings |
| Ends with | Current stock plus visible received and open quantities |
| Primary roles | Inventory manager, buyer, receiving clerk |
| Brisk areas involved | Inventory, Restock, Purchase Orders, Receiving |
| Common businesses | Feed/supply, parts, equipment, retail |
| Approximate handoffs | Two |
Why this workflow matters
Reorder settings are useful only when they become reviewable work. Brisk considers warehouse stock and incomplete purchase quantities, groups qualifying items by vendor, and creates draft orders rather than silently sending purchases.
Receiving continues from those orders. Staff can distinguish what was ordered, received, and still outstanding before accounting handles the vendor invoice.
Before you begin
- Required: stocked Inventory or Manufactured items, warehouse reorder/maximum quantities, primary vendors, units, and costs.
- Required: permission to run Restock, review Purchases, and create Receipts.
- Review incomplete purchase rows and known outside-Brisk orders before another run.
- Vendor minimums, pack sizes, lead times, and seasonal judgment remain human checks.
End-to-end steps
- Inventory manager — review setup. Open the Inventory Item and verify vendor assignment, current purchase quantity, reorder quantity, maximum quantity, unit, and cost for warehouse DOC-W-001.
- Buyer — run Restock once. Open Restock Form, choose the intended warehouse and vendor scope, then submit.
- Brisk — calculate suggestions. Inventory and Manufactured items qualify when current purchase quantity plus incomplete purchase-order quantity is at or below the reorder quantity. Suggested quantity fills toward maximum after subtracting stock already in the purchasing pipeline; missing or non-positive maximum setup is skipped.
- Buyer — review generated work. Open the Automatic Purchase Record and each separate draft Purchase Order created per vendor. Correct quantity, cost, unit, date, pack, and vendor minimum before submission.
- Authorized buyer — submit the intended order. Submission does not mean the vendor received an external message unless that separate configured action occurred.
- Receiving clerk — record what arrived. Create an Inventory Receipt from the order. DOC-PO-1001 shows six of ten cartridges received, so its status is Partially Received and four remain open.
- Inventory manager — verify. Review stock summary, receipt quantity, purchase status, and open pipeline. Continue with Purchase to Pay for the vendor invoice and payment.
What Brisk keeps connected
| Action | Result or downstream record | Where to verify it |
|---|---|---|
| Run Restock | Automatic-purchase record and draft orders by vendor | Automatic Purchase Records and Purchases |
| Review/submit order | Approved vendor, warehouse, rows, quantities and costs | Purchase detail |
| Receive delivered quantity | Receipt rows linked to purchase rows | Inventory Receipt detail |
| Process partial receipt | Partially Received purchase with remaining quantity | Purchase detail and stock summary |
Handoffs and controls
Inventory owns reorder setup, the buyer owns commercial review, and receiving owns physical quantity evidence. Draft, Submitted, Partially Received, and Received matter. The purchase order is the source for ordered quantity; the receipt is the source for what arrived.
Exceptions and safe corrections
- Item missing from Restock: inspect vendor, type, warehouse quantities, maximum, and open rows.
- Suggestion looks too large: check UOM, current stock, incomplete orders, and outside-Brisk purchases before editing.
- Wrong vendor or pack: correct the draft Purchase before submission.
- Partial or damaged delivery: receive only accepted quantity and retain the remaining exception.
- Duplicate run uncertainty: inspect Automatic Purchase Records and draft Purchases before running again.
Related documentation
Start here
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Related controls and reports
Purchase to Pay
This workflow follows an inventory purchase from an approved order through a partial receipt, vendor invoice, and allocated payment. Vendor, warehouse, item, quantity, cost, receipt, obligation, and payment evidence remain connected so purchasing, receiving, and accounting can review the same chain without re-entering it.
Demonstration scenario
Demonstration notice: Every vendor, item, identifier, amount, bank reference, and transaction is fictional. Documentation fixtures persist safe states without sending purchase orders, issuing payments, or contacting external systems.
Workflow at a glance
| Outcome | Received inventory, supported vendor obligation, and traceable payment application |
| Starts with | Reviewed vendor, item, warehouse, and purchase need |
| Ends with | Payment allocation plus any visible remaining amount |
| Primary roles | Buyer, receiving clerk, accounts-payable clerk |
| Brisk areas involved | Vendors, Purchase Orders, Receiving, Vendor Invoices, Payments |
| Common businesses | Retail, feed/supply, parts, equipment, wholesale |
| Approximate handoffs | Three |
Why this workflow matters
Purchasing staff know what was ordered, receiving knows what arrived, and accounting sees what the vendor billed. Keeping those records linked makes partial delivery, cost, freight, invoice, and payment differences visible rather than burying them in a single payable total.
Each status marks a real control point. A submitted order is not a receipt, a receipt is not a verified vendor invoice, and an allocated partial payment does not make the invoice fully paid.
Before you begin
- Required: valid Vendor, items, units, destination warehouse, payable/fee accounts, terms, and permissions.
- Required when receipt freight is entered: Receiving Freight Accrual Account preference.
- Required for final-cost processing: supported vendor and vendor invoice reference.
- Disable external payment actions in documentation environments.
End-to-end steps
- Buyer — verify vendor and need. Confirm vendor, warehouse, requested dates, item, unit, quantity, cost, freight, and total. If the need came from Restock, first review Automatic Restock to Replenished Inventory.
- Buyer — create and submit the Purchase Order. Create Purchase Order DOC-PO-1001. It begins Draft. Review rows before the supported submission action; submission alone does not prove a vendor received a message.
Receiving checkpoint
- Receiving clerk — record delivered quantity. Convert the order to an Inventory Receipt. DOC-BILL-1001 records six of ten cartridges. Purchase status becomes Partially Received because the receipt total is below the ordered quantity.
- Receiving/accounting — review receipt costing. Confirm accepted quantity, date, warehouse, BOL, freight, costs, and remaining quantity. Deferred/final-cost processing can require the vendor and vendor invoice number.
- Accounts payable — enter the vendor invoice. Create Vendor Invoice DOC-BILL-1001 from the vendor document. Verify invoice/due dates, terms, subtotal, amount, receipt links, allocation accounts, and posting state.
- Authorized payer — record payment. Use Pay Invoice to create Vendor Payment. Check 1001 allocates $50 to the $75 fictional invoice. Confirm account, amount, date, reference, and allocation before posting or issuing anything.
- Reviewer — verify the chain. Review Purchase, Receipt, Vendor Invoice, credits, payment applications, accounting transactions, and the remaining open quantity/obligation.
What Brisk keeps connected
| Action | Result or downstream record | Where to verify it |
|---|---|---|
| Submit Purchase | Vendor/warehouse order with item rows | Purchase detail |
| Receive quantity | Receipt rows tied to purchase rows; partial status when incomplete | Receipt and Purchase detail |
| Record Vendor Invoice | Payable document with allocations and receipt support | Vendor Invoice detail |
| Allocate Vendor Payment | Payment-to-invoice link and remaining unpaid amount | Payment and Vendor Invoice detail |
Handoffs and controls
The buyer hands an approved order and delivery expectation to receiving. Receiving supplies quantity and freight/cost evidence to accounting. Accounts payable matches vendor invoice, receipt, and purchase before payment. Purchase, Receipt, Vendor Invoice, and Payment each remain authoritative for their own business event.
Exceptions and safe corrections
- Wrong draft vendor/item/quantity: correct the Purchase before submission.
- Short delivery: receive only accepted units and keep the order Partially Received.
- Missing freight account or final-cost inputs: correct configuration/evidence before processing.
- Duplicate vendor invoice: search vendor and invoice number before creating another.
- Wrong posted invoice/payment: use the supported credit, void, reversal, or corrected allocation; do not delete material history or create an unrelated opposite record.