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Usage Department field links received goods to the consuming department and its expense account for cost tracking. Business Value
  • Clear traceability of goods to consuming department for cost-centre reporting.
  • Auto-fills Usage Department in direct receiving, reducing manual entry.
  • Enforces consistency across purchase requests and orders.
  • Restricts access to authorized departments only.
Use Cases
  • Food manager selects Kitchen and cost is attributed automatically.
  • Purchasing officer finds Usage Department pre-filled from purchase order.
  • Store manager filters orders by department for efficiency.
How It Works Accessing Receiving Orders Usage Department Field Behaviour
  • Direct Receiving (no purchasing cycle): The Usage Department field is editable. Select from the list of usage departments linked to your user account.
  • Receive from PO: The field is auto-filled from the Usage Department set on the linked Purchase Order and is read-only.
  • Add Receiving Order (single PO): Auto-filled from the linked PO Usage Department; read-only.
  • Add Receiving Order (multiple POs, same vendor): If all selected POs share the same Usage Department, the field is auto-filled. If POs have different Usage Departments, saving is blocked with the message: “Linked POs need to have the same Usage Department.”
Direct Receiving — Store Usage Integration
  • When submitting a direct receiving order that has a Usage Department, the field is automatically carried over to the Store Usage screen.
  • The expense account is also auto-filled based on the item expense account configuration if available.
Receiving Order List Screen
  • A new “Usage Department” multi-select autocomplete search field appears on the list screen.
  • Defaults to the usage departments linked to the logged-in user.
  • If a user resets the search filter and opens a receiving order with a usage department not linked to them, a validation message restricts access.
  • The Usage Department field is also shown on the receiving order print output.