Tutorial: Receive the first material safely
Follow one supplier delivery from approved commitment through quarantine, independent inspection and usable putaway.
Learning goal
Supply, stores, security and Quality users who need a shared view of inbound material.
Understand exactly where commercial intent ends, physical receipt begins and quarantined material becomes usable.
Before you begin
- Use an authorised training/disposable tenant or an existing read-only completed example
- Separate named users cover receipt-authority approval, receipt, screening and inspection
- The item, supplier, site, quarantine location and CLEAN evidence already exist
Observation-first is the default. Do not create retained customer, procurement, receipt, inventory, Quality, Engineering or Manufacturing records merely to complete a tutorial.
Guided journey
- 1SupplyOpen /procurement
Confirm the commitment
- Acting role
- Buyer / Procurement Manager
- What to do
- Open the released and acknowledged PO and its exact supplier and inspection-policy snapshots.
- What you should observe
- The acknowledgement creates only a pending receipt authority.
May changeCommercial commitment and authority workflow status only.
Must remain unchangedNo ASN, receipt, quarantine balance, inspection or stock exists yet.
- 2InventoryOpen /receipt-authorities
Approve the receipt ceiling
- Acting role
- Project / Contract Manager
- What to do
- Verify supplier, site, item revision, quantity, ownership, window and Quality requirements before approval.
- What you should observe
- The approved version becomes selectable for ASN or direct receipt.
May changeThe authority version and available allocation ceiling.
Must remain unchangedApproval still creates no physical inventory.
- 3InventoryOpen /receipts/new
Record physical arrival
- Acting role
- Stores Officer
- What to do
- Create the GRN against the exact authority/ASN and inspect any pinned GRN presentation timing state.
- What you should observe
- The DRAFT receipt represents what arrived but does not yet post stock.
May changeReceipt evidence and authority allocation only.
Must remain unchangedNo quarantine/current-stock or ledger movement occurs before cleared submission.
- 4Governance / InventoryOpen /receipts
Clear and post quarantine
- Acting role
- Security & Compliance, then Stores Officer
- What to do
- Record receipt-specific screening, then submit the cleared receipt into the quarantine location.
- What you should observe
- Physical quantity now exists only in QUARANTINE and cannot be reserved or issued.
May changeReceipt status, quarantine balance and append-only receipt ledger evidence.
Must remain unchangedThe supplier master and independent Quality disposition remain unchanged.
- 5QualityOpen /inspections
Inspect independently
- Acting role
- Quality Inspector
- What to do
- Complete every required checklist/sampling entry, link the required CLEAN evidence and record the disposition.
- What you should observe
- Acceptance authorises release and creates the next controlled putaway task.
May changeInspection evidence and stock state through the existing disposition transaction.
Must remain unchangedThe inspector does not rewrite the receipt, authority, supplier or policy snapshot.
- 6InventoryOpen /putaway
Put away and verify
- Acting role
- Stores Officer
- What to do
- Confirm source and authorised destination, complete putaway, then review the resulting balance and ledger.
- What you should observe
- The same identity becomes UNRESTRICTED in the authorised bin and is now eligible for reservation.
May changeCustody location/state and append-only stock movements.
Must remain unchangedDocument/GRN presentation timing does not add another stock movement.