How it works
Gloves needed Friday.
Supplier says Monday.
Follow one purchase from a backorder to a reconciled invoice.
Illustrative example. Names and prices are fictional.
First, the routine order.
A supply list often covers several items from different suppliers. We check the product, quantity, pack size, price, and delivery terms for each item, then ask the customer to approve the cart.
This cart includes the supplies listed here. We’ll follow the gloves when the supplier cannot meet the deadline.
- Medium nitrile exam gloves
- Nonsterile gauze sponges
- Procedure masks
- Paper medical tape
- Disposable utility drapes
Medium nitrile exam gloves, needed Friday.
Requested
4 cases
Original order
$240
Approved replacement
$256
Same manufacturer product and pack · $16 more for the Friday option · no additional charges
01
Four cases, needed Friday
Your team
Your team requests 4 cases of its usual gloves, needed Friday. Each case contains 10 boxes of 100 gloves.
Manoa
We check the product, pack size, supplier account, and price. Your usual supplier offers $60 per case, $240 total, with no additional charges.
Documents: Product details · supplier quote · proposed order
02
The order is approved. Then it is backordered.
Your team
You approve the $240 order.
Manoa
We place the order. Your usual supplier then says the gloves are backordered until Monday. That is too late, so we look for another supplier.
Documents: Your approval · original order · backorder notice
03
The same gloves, for $16 more
Your team
You approve the $256 replacement and cancellation of all 4 original cases.
Manoa
Another supplier quotes the same product and pack for Friday at $64 per case. You see the $16 increase and how long the quote is valid before approving.
Documents: Replacement quote · product details · your approval
04
We confirm the cancellation
Your team
Your team does not need to approve again while the agreed terms remain valid.
Manoa
The supplier’s first reply does not clearly confirm cancellation. A specialist follows up to confirm that all 4 cases are cancelled. The replacement stays held until then. Before placing it, we check that the approval and quote are still valid.
Documents: Supplier emails · cancellation confirmation
05
Your staff check the delivery
Your team
A staff member confirms 4 correct cases arrived in acceptable condition.
Manoa
We place the replacement order and keep the supplier’s confirmation and delivery documents. The supplier’s tracking notice does not replace your staff’s delivery check.
Documents: Replacement order · supplier confirmation · delivery note · your receipt confirmation
06
Received and reconciled
Your team
Your accounting team receives the documents needed for accounts payable. They post the entries and authorize payment.
Manoa
We check the invoice against the order and your staff’s receipt: 4 cases for $256. Accounting gets the approvals, cancellation, replacement order, receipt, and invoice together. The purchase is reconciled and ready for your accounting team.
Documents: Invoice · order and receipt · accounting details
What if the plan changes?
- If the replacement is declined
- We keep the original order open and talk with you about another way to get the supplies. We do not place the replacement order.
- If cancellation is unclear or the quote expires
- We hold the replacement while we confirm cancellation or get a fresh quote. If the terms change, we ask you to approve them again.
- If something is missing or the invoice is wrong
- We follow up with the supplier until the issue is resolved. Your staff confirm the delivery, and we check that any promised credit is actually issued.
What would this take off your team’s plate?
Talk with a founder about your purchasing, the follow-up your team handles today, and the work you would like to hand over.
Read the operating boundaries →