Receipt authorities
Version and independently approve the exact procurement or subcontract authority that permits supplier material to enter custody within a bounded quantity, cost, date and classification envelope.
Screen orientation
Readers see only authorities within their site and clearance scope. Authoring and independent Project/Contract decision permissions are separate; later receipt creation remains a different Inventory action.
The register shows each authority with its current immutable version, status and incoming-inspection handoff. New, amendment and decision panels operate on the exact selected version.
Field reference
The entries below describe the current screen controls and read-only values. They do not relax server-side validation, site scope, classification handling or required independence in a governed decision.
| Field or value | Control | Required or shown when | How to use or read it | Result |
|---|---|---|---|---|
| Authority number | Text | Required; stable business reference. | Use the official PO or subcontract authority reference. Do not invent a receipt or GRN number here. | Identifies the governed inbound ceiling across versions. |
| Authority type | Select | Required. | Choose Procurement or Subcontract according to the real source of authority. | Determines the permitted inbound provenance path. |
| Supplier | Select | Required. | Select the exact approved supplier currently eligible for this scope; the authority cannot qualify a supplier. | Pins supplier provenance to the immutable version. |
| Receiving site / Ownership pool | Selects | Required. | Choose the authorised physical receiving site and the correct OWN, GFE/CFE or other governed custody pool. | Scopes custody and value identity without posting stock. |
| Project reference / Contract reference | Text | Required when the authority is project or contract bound. | Use the approved external or programme references; do not collapse them into one free-text note. | Pins demand and contractual context. |
| Window start / Window end | Dates | Required. | Enter the approved delivery period in chronological order. Amend the authority when the contractual window changes. | Constrains future ASN and receipt eligibility. |
| Classification | Select | Required. | Apply the highest required handling classification for the authority and its lines. | Constrains visibility and downstream receipt scope. |
| Catalogue item | Select | Required for each line. | Select the exact current approved immutable item revision authorised for receipt. | Pins the revision, base unit and tracking rules for inbound validation. |
| Unit cost / Currency | Decimal and text | Required together when commercial costing is governed. | Record the approved line rate and currency without treating it as inventory valuation or an invoice. | Preserves permitted line-cost provenance. |
| Quality clauses | Long text | Required where the source authority carries controlled flow-down. | Record the authorised clauses or rely on the exact governed procurement-policy snapshot when present. | Pins supplier and incoming-inspection expectations without performing Quality disposition. |
Actions and effects
When to use: When an authorised inbound source must be prepared for independent review.
What it does: Creates and submits an immutable version; it does not allocate stock or create an ASN.
When to use: By a different authorised Project/Contract decision-maker.
What it does: Decides only the exact submitted version and preserves rejected evidence.
When to use: When future use must change or stop.
What it does: Creates a replacement version or closes unused future authority without rewriting retained consumption.
Lists and states
- Authority register: number, type, supplier, site, status and current version identify the usable inbound source.
- Version lines and incoming expectations: revision, quantity, remaining ceiling, cost, window and policy snapshot explain what later receipt work may consume.
Authority boundary
An approved authority is a provenance and quantity ceiling. It does not create an ASN, receipt, quarantine balance, inspection, physical identity, stock-ledger movement or supplier payment.