IT Procurement System

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  1. IT Procurement System
  2. Process
  3. Evidence review
Process · Evidence review

Evidence review

A useful rehearsal starts with one purchase request and follows its linked records. The Buyer, Purchasing Approver and Auditor should identify the request revision, decision and any operation result before continuing. Keep the request number in view throughout the handoff.

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Step by step

  1. Reconcile outcome Purchasing Approver

    The Purchasing Approver compares operation key, expected revision and result state with the parent.

    • Compares result, expected revision and decision before any further action
    • Updates Operation receipts, Purchase requests, Review decisions

  2. Review evidence Auditor

    The Auditor can inspect authorized decisions, attachments and receipts to reconstruct the case.

    • Traces the decision, uploaded files and action result from the parent request
    • Updates Operation receipts, Review decisions, Record attachments, Purchase requests

Where it usually breaks

And how to keep it from happening.

  • A changed request is reviewed against an earlier revision. Compare the decision source revision before relying on approval.
  • The selected supplier belongs to a different organization. Check the supplier and request organization before the Buyer records an order reference.
  • A receipt says Failed or needs review but the parent appears complete. Read the failure reason and effect references before acting again.
  • An accepted quantity differs from the requested quantity. Read the line acceptance date and attached evidence before closing the delivery discussion.

Who does what

Roles and permissions
Purchasing Approver
, Auditor.
Auditor
Reads authorized evidence; App Administrator maintains organization access.

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Start free, then use Proto to change fields, steps and approvals before your team goes live.

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