Purchase Approval with Warehouse Control
Extend Create-RFQ approvals with precise inbound routing per destination warehouse.
Approvals Purchase Stock extends purchase approvals by adding warehouse-level control directly in request lines.
Instead of grouping only by vendor, RFQ generation also separates by destination warehouse, enabling accurate multi-warehouse execution.
Key Benefits
Key points
• Assign destination warehouse per product line.
• Auto-group RFQs by Vendor + Warehouse.
• Apply correct inbound picking type during RFQ creation.
• Reduce wrong-warehouse delivery risk in multi-site operations.
• Maintain traceability from approval request to warehouse receipt.
Core EN/VI Terminology
| Fields | Trường dữ liệu | Description |
|---|---|---|
| Warehouse | Kho | Destination warehouse for each procurement line. |
| Picking Type | Loại điều chuyển | Warehouse operation type used for receipts/transfers. |
| Incoming Shipment | Nhập kho | Inbound transfer flow from supplier deliveries. |
| Delivery Location | Địa điểm giao hàng | Receiving endpoint linked to warehouse/picking setup. |
| Destination Location | Địa điểm đích | Final stock location for received goods. |
Setup and Prerequisites
In multi-warehouse mode, line-level warehouse assignment becomes the main routing mechanism instead of a single global location field.
Steps
1. Enable Multi-Warehouses in Inventory settings.
2. Ensure users have proper access to Approvals and Purchase operations.
3. Validate warehouse, picking type, and destination location configuration.
4. Use Create RFQ approval category to start the flow.
Create Warehouse-Aware Purchase Requests
Key points
• Same-vendor lines with different warehouses are processed as separate groups.
• Default warehouse suggestions should be reviewed manually before submission.
Steps
1. Open Approvals → Dashboard and choose Create RFQ category.
2. Create a new request and fill general information.
3. Add products and quantities in the Products tab.
4. Set Warehouse on each line item.
5. Validate vendor and required fields before submission.
6. Submit the request for approval.
RFQ Generation Logic by Warehouse
When Create RFQ is triggered from an approved request, grouping runs on two axes: supplier and destination warehouse.
The system first tries to reuse matching draft RFQs by vendor and picking type; otherwise, it creates new RFQs.
Grouping Rules
| Condition | RFQ Outcome |
|---|---|
| Same Vendor + same Warehouse | Merged into one RFQ |
| Same Vendor + different Warehouse | Split into separate RFQs per warehouse |
| Different Vendors | Always split by supplier |
Flow from Approval to Receipt
Steps
1. Approved request generates RFQs by vendor-warehouse groups.
2. Purchasing confirms RFQs into purchase orders.
3. Receipts are created using the selected warehouse picking type.
4. Warehouse team receives goods at the correct destination.
5. Stock reports update accurately per warehouse.
Real-World Scenarios
Multi-Warehouse Examples
| Scenario | Execution | Result |
|---|---|---|
| Same supplier, two destination warehouses | Assign different warehouse values by line. | Two RFQs generated, one per warehouse. |
| Multiple products for one warehouse | Group demand by destination before submission. | RFQ consolidation and fewer documents. |
| Warehouse changes after approval | Review RFQ state and apply controlled updates. | Lower wrong-delivery risk with consistent records. |
Operational Best Practices
Key points
• Requesters: plan warehouse allocation before creating requests.
• Approvers: validate product-to-warehouse fit and receiving capacity.
• Buyers: confirm receiving addresses with suppliers for each RFQ.
• Warehouse managers: monitor receipts by picking type and prepare resources.
• When scope changes significantly, update requests before RFQ generation.
Common Troubleshooting
Issue Resolution Matrix
| Issue | Likely Cause | Resolution |
|---|---|---|
| Warehouse field not visible | Multi-Warehouses disabled or missing permissions. | Check Inventory setup and user access rights. |
| RFQ not split by warehouse | Lines share same warehouse or picking config mismatch. | Review line warehouses and warehouse configuration. |
| Receipt created in wrong location | Incorrect warehouse selection or inconsistent RFQ edits. | Validate Warehouse/Picking Type before PO confirmation. |
| Hard to track by warehouse | No standard filtering or naming discipline. | Filter by picking type and source document for review. |