Review decisions

A submitted request has a revision and a requested amount. The reviewer records Approve, Reject or Return on a decision linked to that request, with the source revision, reviewer, time and reason. The operation key helps distinguish the decision action in the evidence trail.

The decision is a separate record from the request status. Its source revision matters when the Buyer changes a supplier, amount or required date. The Auditor can trace what the approver decided without assuming a later request status describes the earlier review.

• Ownership. Purchasing Approver records the decision. Buyer prepares the request. Auditor reads the decision record.
• 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 who can act as Purchasing Approver for each organization and how a returned request is revised. Keep the reviewer independent from request preparation. Make the decision reason meaningful enough to explain the amount, supplier and required date considered.

Rehearse an approval and a returned request. The Buyer changes the returned request; the Purchasing Approver compares the new revision with the earlier decision before recording a fresh one. Agree how the team will explain a rejection reason to the Buyer.

Open a submitted request, then read its decision record. The source revision should match the request the reviewer examined. Compare the reason and decision time with the status that followed. If the Buyer changes the request, ask for a new review of the new revision rather than treating an older decision as current.

The Auditor should find the reviewer, source revision, time and reason directly from the decision. A decision against an earlier revision does not establish approval of a changed amount or supplier; send the changed request back for review.

• Requests awaiting review — Open submitted requests with the revision the approver must examine.
• Review decision register — Read dated outcomes, reviewer names and reasons.
• Purchase request board — Compare purchasing status without changing the decision history.

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