Purchase Document Management

Purchase Document Management ensures full compliance and traceability by attaching contracts, invoices, quality certificates (CO/CQ), and delivery notes to Purchase Orders, with formal verification of physical hard copies.

Attach Documents to Purchase Orders

Step 1: Navigate to Orders ‣ Purchase Orders.

Purchase orders menu navigation

Step 2: Open the target Purchase Order and select the Documents tab.

Documents tab on purchase order form

Step 3: Under Attached Documents, click Add a line, select document type, and upload the digital file.

Adding document type and uploading attachment file

Step 4: Click Save to store attached documents.

Attached documents table with upload timestamps

Centralized Document Audit & Completeness Verification

Step 1: Navigate to Purchase ‣ Documents to inspect all purchase orders and attached documents.

Centralized purchase documents overview list Opening purchase order document audit file

Step 2: Select the purchase order requiring document verification.

Inspecting mandatory document checklist

Step 3: Check required documents and confirm Physical Copy Received for each verified item.

Confirming physical hard-copy receipt for line items

Step 4: Click Confirm Full Documents. The system updates the status to Full Documents Received.

Clicking Confirm Full Documents action button Purchase order dossier marked with full documents received status