Keeping Purchase and Receiving Records Together
A purchase file should let staff trace the original requirement through quotation, confirmation and receipt.
Practical Considerations
Keep documents organized by an order reference and date. Retain the information needed to explain the particular purchase, while following the business's own record-retention and privacy arrangements.
Suggested Procedure
- Group the accepted quotation and confirmation.
- Add changes and delivery records.
- Attach receiving differences and their resolution.
Illustrative Example
A later reorder is easier to prepare when the original file identifies the exact notebook ruling, pack count and supplier reference rather than only the amount paid.
Points to Check
This page describes an organizational method, not a legal retention period. Obtain current professional guidance where the business needs a formal retention policy.
Working Record
Use the supplier contact record to put the relevant information in one place. You can complete it in your browser, save a text copy or print a blank form for use in the store. Entries are not submitted to RuralAttune.
Open the supplier contact record »
Related Information
Examples are provided for planning purposes and are not quotations, promised results or terms of sale. Confirm the arrangements for each purchase with the parties involved.