IT Procurement System

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  1. IT Procurement System
  2. Process
  3. Review and order
Process · Review and order

Review and order

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. Review request Purchasing Approver

    The Purchasing Approver records Approve, Reject or Return with a reason and source revision.

    • Records reviewer, decision, reason and source revision
    • Updates Purchase requests, Review decisions, Team members, Suppliers
    ApprovalA person approves before the work moves on.

  2. Place order Buyer

    After approval Buyer records an order reference and marks the parent request Ordered.

    • Adds order reference to an approved request and marks it Ordered
    • Updates Purchase requests, Review decisions, Suppliers

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
, Buyer.
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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