YonSuite Purchase Request to Supplier Reconciliation Loop
Connect requisition, approval, purchase-order confirmation, receipt, return or replacement, supplier reconciliation and AP hand-off in one traceable process.
Learning objective
Create an order-receipt-reconciliation loop in which procurement, warehouse, quality, suppliers and finance work from the same business evidence.
Roles
Requesting department, buyer, procurement manager, supplier-collaboration user, receiver, quality inspector, AP accountant and system administrator.
Prerequisites
- Approved supplier, item, organization, warehouse, unit, currency, payment-term and tax-classification master data are active.
- Rules for requisition approval, order authorization, over-receipt, inspection, return and discrepancy handling are agreed.
- Supplier accounts, notifications, reconciliation cycle and document cut-off have been tested.
Completion checks
- A completed payable or payment plan traces back to the supplier reconciliation, receipt, purchase order and original requisition.
- Ordered quantity is explainable as accepted receipt, return, open delivery and approved variance with no unsupported balance.
- Supplier confirmation, order change, over-receipt, rejection and reconciliation variance retain user, time, reason and linked document.
Common errors
- Changing quantity or delivery date verbally without updating the order, so receipt and reconciliation use different baselines.
- Treating goods on inspection hold, rejected or returned as settlement-ready receipts.
- Checking only the invoice or supplier total instead of matching order, accepted receipt and return line by line.
Thailand project note
For Thailand operations, align supplier names in Thai, English and Chinese and retain original currency, order currency and exchange-rate basis. Track transport, customs clearance and inspection time separately for imports. This guide does not determine invoice, VAT, WHT, customs or payment compliance; the customer's Thai finance owner and professional advisers must confirm them.
Related modules
Steps
- 01
The requesting department submits an approved requisition with organization, item or service, quantity, required date, cost assignment and supporting evidence.
- 02
The buyer completes sourcing or references the contract, then creates a purchase order with supplier, price, currency, delivery date, receiving location, payment terms and quality requirements.
- 03
Send the order to the supplier and record confirmation. Update schedule or quantity changes in the order or a controlled change document instead of relying on chat messages.
- 04
At arrival, receive against the order and capture actual quantity, lot and packaging status. Put inspection-required goods on hold, and record shortage, over-receipt, rejection, return and replacement separately with reasons.
- 05
At the reconciliation cut-off, summarize orders, accepted receipts, returns and resolved discrepancies by supplier. Confirm quantity, price, currency and open items line by line with the supplier.
- 06
After confirmation, hand settlement-ready data to AP. Reconcile order, receipt, return, supplier statement and payment terms before creating the payable or payment plan and closing completed documents.
Implementation notes
- Pilot with one purchasing organization and 20 high-frequency suppliers before expanding across organizations.
- Reconcile from confirmed business documents; chat, email and supplier spreadsheets are supporting evidence only.
- Screen names, auto-matching and supplier-portal capabilities depend on the YonSuite subscription, release and project configuration.
References
- 用友 YonSuite 智慧采购 ↗用友 YonSuite 官方网站 · Published: 官方产品页未标注 · Accessed: 2026-08-12 · Applicable version: YonSuite 智慧采购与采购协同场景；实际节点取决于租户订阅、权限和流程配置
- 业财一体化如何发现20%的采购浪费？——实践案例详解 ↗用友 YonSuite 官方网站 · Published: 2025-06-06 · Accessed: 2026-08-12 · Applicable version: YonSuite 采购订单、实际收货与对账分析场景