Purchase requests

A Buyer needs replacement laptops before the required date. The request records a subject, owner, supplier and requested USD amount. A budget code identifies the charge path for the team to discuss. Lines retain item descriptions, quantities and unit prices. The request number stays with the work as the status changes.

A request number gives the Buyer and Purchasing Approver a shared case to discuss. The status shows its place in purchasing, while a linked review decision shows the source revision the approver saw. After ordering, the order reference and dated acceptance evidence explain the delivery without replacing the earlier decision.

• Ownership. Buyer prepares the request. Purchasing Approver decides a submitted revision. Auditor inspects its evidence.
• Record context. Use the parent request and its organization when checking a related record, then confirm the selected supplier and owner where relevant.
• Evidence. Keep the decision, accepted quantities, attachments and operation outcomes with the same purchase context so later review has the facts in order.

Agree which organization owns the purchase, who may be its owner and how the supplier is chosen. Decide who records the order reference after approval. Check the requested amount against the lines before submission, because they tell different parts of the same purchasing story.

Rehearse one request that stays on its first revision and another whose supplier or amount changes after review. The Purchasing Approver should identify which decision applies to each revision. Agree who updates the order reference and how the Buyer reports a delivery discrepancy.

Open the submitted request and compare its revision, amount, supplier and required date with the decision. Then follow its order reference into accepted lines and attached evidence. A request marked received should have enough acceptance detail for the team to explain what arrived.

The Purchasing Approver should be able to find the reviewed revision from the request, and the Auditor should locate the same decision and attachment. If the current amount or supplier differs from the reviewed version, obtain a decision for the changed revision before relying on approval.

• Purchase request worklist — Track requests by status, owner, supplier and required date.
• My purchase requests — Find requests assigned to the current owner.
• Requests awaiting review — Open submitted requests with their amount and revision for review.

Read request preparation, review and order and receipt reconciliation. The data model shows how the records connect.