Skip to main content

From requisition to goods receipt

The path of a purchase in CoreX ERP: the need is reported as a purchase requisition, purchasing collects prices from suppliers with a request for quotation, compares the quotations and selects the winner; the decision creates a draft order. Once the order is finalized (after approval, if required), the goods are expected; the goods that arrive are received into stock with a goods receipt; defective goods are returned to the supplier with a goods receipt reversal.

Scenario

The demo company's panel production line needs 200 units of HAM-0001 KONTAKTÖR 9A 4KW 220V AC for November (need date 20.11.2026). Purchasing asks two suppliers: T-0001 Ege Şalt Malzemeleri Elektrik Ticaret Ltd. Şti. and T-0002 Marmara Otomasyon Teknolojileri San. ve Tic. A.Ş. Ege Şalt wins; the goods arrive at the RAF-A storage location of HAMMADDE — Hammadde Deposu in two shipments (120 + 80). Because the 80 units of the second shipment arrive with the wrong coil voltage, they are returned to the supplier and a replacement is received.

Documents (in the demo environment, 02.11.2026): TLP-2026-000001 → TKL-2026-000001 → SA-2026-000001 → MK-2026-000001, MK-2026-000002 → MKG-2026-000001 → MK-2026-000003.

Purchase Requisition ──► Request for Quotation ──► Comparison and Decision ──► Purchase Order
 TLP (Talep Edildi)      TKL (Teklif Bekleniyor)   (Karara Bağlandı)           SA (Taslak)
                                                                                │ Siparişi Kesinleştir (Finalize Order)
                                                                                │ (with an approval template: Onaya Gönder → Onayla)
                                                                                ▼
                                                                        SA (Sipariş Verildi) ── stock: in transit +200
                                                                                │
             ┌─────────────────── Goods Receipt MK-1 (120) ─────────────────────┤ stock +120 → SA Kısmi Teslim
             │                    Goods Receipt MK-2 (80) ──────────────────────┤ stock +80  → SA Teslim Alındı
             │                    Reversal MKG-1 (80, reopen) ──────────────────┤ stock −80  → SA Kısmi Teslim
             │                    Goods Receipt MK-3 (80) ──────────────────────┘ stock +80  → SA Teslim Alındı
             └── Requisition: Siparişe Bağlandı · Document Flow "teslim 200/200"

1. Open and submit the requisition​

Satın Alma › Talep Yönetimi › Satınalma Talebi Oluştur (Procurement › Requisition Management › Create Purchase Requisition)

The production planning user selects HAM-0001 with Kalem Ekle (Add Item); Miktar (Quantity) 200, Ne Zaman Lazım (Needed By) 20.11.2026, Açıklama (Description) "Kumanda panosu üretimi için" (For control panel production). With Kaydet ve Gönder (Save and Submit), the requisition becomes Talep Edildi (Requested) with the number TLP-2026-000001 and enters purchasing's agenda.

New purchase requisition — item, quantity and need date
  1. 1Requisition date (required)
  2. 2Add Item — pick from the item list
  3. 3Quantity — click the cell and type
  4. 4Needed by
  5. 5Save Draft — stays editable
  6. 6Save and Submit — hands over to purchasing
  • Status: Taslak (Draft) → Talep Edildi (Requested). (If an approval template were defined for the requisition, it would first be Onay Bekliyor (Pending Approval).)
  • Stock / planning: No effect. A requisition is a request; supply is created with the order.
  • Details: Create a purchase requisition.

2. Send a request for quotation​

The purchasing specialist clicks Teklif İsteği Oluştur (Create Request for Quotation) in the requisition details. The form opens with the requisition's remaining line (200 ADET, "talepten" (from requisition)). T-0001 and T-0002 are invited with Tedarikçi Seç (Select Supplier); Son Teklif Tarihi (Quotation Deadline) 06.11.2026, Konu (Subject) "Kontaktör 9A — kasım pano ihtiyacı" (Contactor 9A — November panel requirement). With Kaydet ve Gönder (Save and Send), TKL-2026-000001 becomes Teklif Bekleniyor (Awaiting Quotations); the item list can no longer change.

New RFQ from a requisition — invitees and lines
  1. 1Select Suppliers — invitees
  2. 2Quote deadline — informational
  3. 3Subject (required)
  4. 4Currency — all quotes in this currency
  5. 5Line from the requisition; quantity = remainder
  6. 6Save and Send
  • The Teklifte (In RFQ) mark is shown in the requisition details and the request for quotation appears in the Belge Akışı (Document Flow).
  • Details: Create a request for quotation.

3. Enter the quotations, compare them and decide​

The prices received are entered with Teklif Gir (Enter Quotation) on the invitee cards:

SupplierUnit priceDisc. %Net unitLead timePayment
T-0001 Ege Şalt1,150.00 TRY31,115.50 TRY5 days30 days' term
T-0002 Marmara Otomasyon1,196.00 TRY—1,196.00 TRY8 days45 days' term

In the Karşılaştırma (Comparison) table, the best net price is colored and marked. En Uygun Teklifleri Seç (Select Best Quotations) selects T-0001; "En düşük net fiyat ve en kısa termin" (Lowest net price and shortest lead time) is entered in Gerekçe (zorunlu) (Reason (mandatory)) and Karara Bağla (1) (Decide (1)) is clicked.

Quote comparison and award
  1. 1Enter Quote — per supplier
  2. 2Best net price highlighted
  3. 3Winner — supplier per line
  4. 4Selection reason required
  5. 5Selects the best quotes
  6. 6Award — draft order is created
Awarded RFQ and the resulting order
  1. 1Status: Awarded
  2. 2Winner and reason
  3. 3Order created by the award
  • Status: TKL → Karara Bağlandı (Decided). The draft order SA-2026-000001 is created for the winner: 200 ADET × 1,150.00 TRY, 3% discount, net 223,100.00 TRY, VAT 20%, grand total 267,720.00 TRY; expected delivery 06.11.2026 (the longest lead time), payment terms "30 gün vade" (30 days' term; from the quotation), payment term 45 days and Incoterms DAP (from the supplier card).
  • Master data: The HAM-0001 / T-0001 supplier price is updated to 1,115.50 TRY and a lead time of 5 days.
  • The example shown on the screen (TKL-2026-000002) is an open request for quotation going through the same steps.
  • Details: Compare quotations.

4. Complete and finalize the order​

In the order details, Teslim Deposu (Delivery Warehouse) "HAMMADDE — Hammadde Deposu" is selected with Düzenle (Edit), followed by Değişiklikleri Kaydet (Save Changes). Then Siparişi Kesinleştir (Finalize Order) → in the window, Siparişi Kesinleştir again.

Confirm purchase order dialog
  1. 1Confirm Order
  • Status: Taslak (Draft) → Sipariş Verildi (Ordered). Supplier, item, quantity, price and VAT are locked.
  • The requisition becomes Siparişe Bağlandı (Fully Ordered) (Siparişte (Ordered) 200).
  • Because a delivery warehouse was selected, the inbound delivery GLT-2026-000001 is opened and the responsible persons of the HAMMADDE warehouse are notified.
  • Planning: 200 units are counted as in-transit supply in Malzeme İhtiyaçları (Material Requirements); stock does not change yet.
  • The order PDF is delivered to the supplier with Çıktı › PDF İndir (Output › Download PDF) or E-posta ile Gönder (Send by E-mail) (Send an order).

If approval is required​

If there is an active approval template for Satın Alma Siparişi (Purchase Order) (example in the demo data: "Satın alma siparişi — 50.000 TRY ve üzeri" (Purchase order — 50,000 TRY and above); stage 1 Satın Alma Müdürü (Purchasing Manager), stage 2 Yönetici (Executive)), Onaya Gönder (Submit for Approval) is shown instead of Siparişi Kesinleştir (Finalize Order). The submitted order becomes Onay Bekliyor (Pending Approval) and is locked; the approvers click Onayla (Approve) in turn, and with the last approval the order automatically becomes Sipariş Verildi (Ordered). In the demo environment, this path was tested with SA-2026-000005 (T-0002, 4 × HAM-0010, 71,040.00 TRY), approved in two stages by a second user ("Demo Onaylayıcı" (Demo Approver)).

Order awaiting approval — approver view
  1. 1Status: Awaiting approval — locked
  2. 2Approve — approver of the current stage
  3. 3Reject — back to draft
  4. 4Current stage
  5. 5Stage 1 decision and note

Details: Finalize an order.

5. First shipment: partial goods receipt (120 units)​

The supplier delivers 120 units with delivery note EGE-2026-4471. In the order details: Mal Kabul Gir (Enter Goods Receipt) → Tedarikçi İrsaliye No (Supplier Delivery Note No) EGE-2026-4471 → the item's Mal Kabul Ekle (Add Goods Receipt) → Miktar (Quantity) 120, Depo (Warehouse) HAMMADDE, Lokasyon (Storage Location) RAF-A → Mal Kabulü Kaydet (Save Goods Receipt).

Goods receipt — allocation, warehouse and location
  1. 1Purchase order
  2. 2Delivery note no. — unique per supplier
  3. 3Remaining order quantity
  4. 4Received quantity — may be partial
  5. 5Warehouse and location
  6. 6Save Goods Receipt — stock is posted
  • Document MK-2026-000001; the order is Kısmi Teslim (Partially Received) (Received 120, Remaining 80).
  • Stock: HAM-0001 +120 in HAMMADDE / RAF-A (Sıfır (New) status); a "Mal Kabul" (Goods Receipt) receipt in Stok Hareketleri (Stock Movements). The stock value increases by the order's net price (120 × 1,115.50 TRY).
  • Planning: The in-transit quantity drops to 80.
  • Details: Create a goods receipt.
Partially received order
  1. 1Status: Partially Received
  2. 2Post Goods Receipt — for the rest
  3. 3Close Order — rest not expected
  4. 4Received quantity
  5. 5Remaining quantity

The screen above shows an order in Kısmi Teslim (Partially Received) (SA-2026-000002): Mal Kabul Gir (Enter Goods Receipt) is used for the remainder, Siparişi Kapat (Close Order) if the remainder will not arrive.

6. Second shipment: goods receipt from the inbound delivery (80 units)​

The remaining 80 units arrive with delivery note EGE-2026-4502. The warehouse clerk clicks the Mal Kabulü Oluştur (Create Goods Receipt) button of the GLT-2026-000001 line in Satın Alma › Mal ve Hizmet Kabulü › Teslim Alınacaklar (Procurement › Goods and Service Receipt › Due for Receipt). The form opens filled in with the delivery (warehouse locked to HAMMADDE); because the quantity is filled with the delivery's remainder (200), it is corrected to 80, the order's remainder, storage location RAF-A is selected and the receipt is saved.

Expected receipts
  1. 1Open order without inbound delivery
  2. 2Overdue only
  3. 3Create Goods Receipt — from the row
  • Document MK-2026-000002; the order is Teslim Alındı (Received); stock +80 (200 units in total from this order).
Do not mix the two paths

For an order with a delivery warehouse, make the goods receipt from the inbound delivery. A receipt made directly from the order (here MK-2026-000001) does not reduce the delivery's open quantity; that is why the delivery form proposed 200. At the end of the process, the unused GLT-2026-000001 was closed with İptal Et (Cancel) and a reason in Lojistik Yönetimi › Gelen Teslimat › Gelen Teslimatlar (Logistics Management › Inbound Delivery › Inbound Deliveries).

7. Return the defective goods to the supplier​

During quality inspection, it is found that the coil voltage of the second shipment is 24V DC. The goods receipt line is returned as a whole: Satın Alma › İade Yönetimi › Mal Kabulünü Geri Al (Procurement › Return Management › Reverse Goods Receipt) → Mal Kabul (Goods Receipt) MK-2026-000002 → the line is selected → Gerekçe (Reason) "Hatalı sevkiyat: bobin gerilimi 24V DC geldi, tedarikçiye iade" (Wrong shipment: coil voltage arrived as 24V DC, returned to supplier) → Siparişi yeniden aç (Reopen order) stays selected (a replacement will come) → Geri Almayı Kaydet (Save Reversal).

Goods receipt reversal detail
  1. 1Reason
  2. 2Reversed receipt line
  3. 3Source receipt
  • Document MKG-2026-000001; the order is Kısmi Teslim (Partially Received) again (Remaining 80).
  • Stock: −80 from RAF-A with a "Giriş Geri Alma" (Receipt Reversal) issue.
  • Planning: 80 units are counted as in transit again.

If approval is required for the return, a Tedarikçi İade Talebi (Supplier Return Request) is first opened from the goods receipt details; the person who opened the request cannot approve it, another authorized person clicks Onayla (Approve), and the reversal is posted from the request with Tedarikçiye İade Et (Return to Supplier). In the demo environment, this path was tested with TIT-2026-000001 (the 50-unit damaged drum line of MK-2026-000004) → approval → MKG-2026-000002; when the last line was returned, the request became Kapandı (Closed).

Closed return request with reversal
  1. 1Status: Closed — all lines returned
  2. 2Decided by
  3. 3Returned quantity
  4. 4Reversal written from the request

Details: Return to supplier.

8. Receive the replacement and check the closure​

The correct 80 units sent by the supplier are received with delivery note EGE-2026-4535 as MK-2026-000003. The order is Teslim Alındı (Received); the requisition's Belge Akışı (Document Flow) shows "SA-2026-000001 · Teslim Alındı · teslim 200/200" (SA-2026-000001 · Received · delivered 200/200).

Fully received order
  1. 1Status: Received
  2. 2Delivery warehouse
  3. 3Received = ordered
  4. 4Source RFQ
Fully ordered requisition — document flow
  1. 1Status: Ordered
  2. 2On order — quantity on confirmed orders
  3. 3RFQ
  4. 4Order and receipt status

Final stock position: HAM-0001 in HAMMADDE / RAF-A is +200 units compared with before the process (120 + 80 − 80 + 80). Invoicing is outside this guide: the receipt waits for the invoice in Tedarikçi Faturaları › Faturalanmamış Kabuller (Supplier Invoices › Uninvoiced Receipts).

FAQ / Troubleshooting​

What happenedCause and what to do
"Taslak talep siparişe bağlanamaz. Talebi önce gönderin." (A draft requisition cannot be linked to an order. Submit the requisition first.)The requisition is still Taslak (Draft). Use Satın Almaya Gönder (Submit to Purchasing) in the details.
Teklif İsteği Oluştur (Create Request for Quotation) is not shown on the requisitionThe requisition is not Talep Edildi (Requested) / Kısmen Siparişte (Partially Ordered), has no remainder, or you do not have the erp-procurement-rfqs.create permission.
"Teklif isteği en az bir tedarikçiye gönderilmelidir." (The request for quotation must be sent to at least one supplier.)Add invitees with Tedarikçi Seç (Select Supplier).
"'T-0002' 10. kaleme fiyat vermedi — karara bağlanamaz." ('T-0002' did not quote item 10 — it cannot be decided.)That supplier's quotation does not include this item; select another supplier or enter its quotation.
"10. satır için seçim gerekçesi zorunludur." (A selection reason is mandatory for line 10.)Fill in the Gerekçe (zorunlu) (Reason (mandatory)) field.
The order has no Siparişi Kesinleştir (Finalize Order), but Onaya Gönder (Submit for Approval)The amount matches an active approval template. Submit it for approval; the approver decides.
"Bu sipariş onay gerektiriyor — doğrudan kesinleştirilemez, onaya gönderin." (This order requires approval — it cannot be finalized directly; submit it for approval.)Same cause; the server rejects direct finalization.
Onayla (Approve) is not shown on an order in Onay Bekliyor (Pending Approval)You are not in the role of the stage whose turn it is, or you submitted the order yourself.
"'X' için kaynak listesi zorunlu — tedarikçi listede yok (Kaynak Bulma › Tedarikçi Fiyatları'nda tanımlayın)." (A source list is mandatory for 'X' — the supplier is not in the list (define it in Sourcing › Supplier Prices).)The item's source list is mandatory. Open a supplier price record or select a supplier in the list.
The order has no Mal Kabul Gir (Enter Goods Receipt)The order is Taslak (Draft), Onay Bekliyor (Pending Approval), Teslim Alındı (Received), Kapatıldı (Closed) or İptal (Cancelled); or you do not have the erp-procurement-receipts.create permission.
"'HAM-0001' için kalan miktar aşılıyor. Kalan: 80, girilen: 200." (The remaining quantity for 'HAM-0001' is exceeded. Remaining: 80, entered: 200.)The form opened from the inbound delivery proposed the delivery's remainder; reduce the quantity to the order's remainder.
"'EGE-2026-4471' irsaliye numarası bu tedarikçi için zaten kaydedilmiş." (Delivery note number 'EGE-2026-4471' has already been saved for this supplier.)The same delivery note was entered twice; check the number.
"'HAMMADDE' deposuna mal kabul gelen teslimatla yapılır — Gelen Teslimatlar'dan teslimatı açıp mal kabule oradan geçin." (Goods receipts into the 'HAMMADDE' warehouse are made with an inbound delivery — open the delivery from Inbound Deliveries and proceed to the goods receipt from there.)The warehouse has the "Mal kabul yalnız gelen teslimattan" (Goods receipt only from inbound delivery) setting. Use the delivery line in Teslim Alınacaklar (Due for Receipt).
The goods receipt date was rejected: "Belge tarihi (…) bugünden (…) eski olamaz. …" (The document date (…) cannot be earlier than today (…). …)You do not have the back-dated posting permission; use today's date.
I cannot return part of a lineA reversal is per line and in full. Reverse the line and receive the remainder again; in future, enter the part at risk of return as a separate allocation.
"Kendi açtığınız tedarikçi iade talebini onaylayamazsınız. Kararı başka bir yetkili vermeli." (You cannot approve a supplier return request you opened yourself. Another authorized person must make the decision.)Segregation of duties; another authorized person gives the approval.
The supplier will not send the remainderUse Siparişi Kapat (Close Order) in the order details (Kapatma Nedeni (Closing Reason) mandatory). If nothing has been received, use Siparişi İptal Et (Cancel Order).
"Hiç teslim alınmamış sipariş kapatılmaz; tedarikçiyle ilişki gerçekleşmediyse siparişi iptal edin." (An order with nothing received cannot be closed; if the transaction with the supplier did not take place, cancel the order.)Closing is possible only in Kısmi Teslim (Partially Received).

Step-by-step tasks​

1. Create a requisitionReport the need and submit it.1a. Approve the requisitionIf there is an approval template.2. Create a request for quotationAsk the suppliers.3. Compare quotationsQuotation entry and decision.3a. Order from requisitionWithout quotations: Requisition Source Assignment.4. Finalize the orderApproval and finalization.4a. Send the orderPDF and e-mail.5. Create a goods receiptFull or partial receipt.6. Return to supplierReturn request and reversal.7. Close the orderGive up the remainder or cancel.