Approvals

A buyer submits a request for a supplier order. The approver reads its current revision and requested amount, then records Approve, Reject or Return with a reason and decision time. The decision points to the parent request and reviewer. It should correspond to exactly the revision the approver saw, not a later edit.

The request and its decision remain separate records. A reviewer can compare the decision’s source revision, reviewer and reason with the purchase request before anyone treats the commitment as authorized. The operation receipt records the outcome of the guarded action.

• Prepare. Put the owner, supplier and operating entity on the record before review.
• Decide. Check the submitted scope and leave a decision with a reason when human approval is required.
• Verify. Compare the stored effect with the intended action before treating the work as complete.

Agree which approver can decide for each organization and amount. Keep requester and approver separate. Define what evidence must be available before approval and when a returned request needs a new revision. The team should know how to handle an attempted order handoff whose receipt remains Pending or needs review.

Rehearse a submitted request whose amount changes before approval. The Purchasing Approver should decide only on the revision in front of them. If an order handoff is uncertain, compare its operation key and external reference before issuing another order.

Select a submitted request and compare its revision to the decision source revision. Confirm reviewer, reason and decision. Follow the operation key into the receipt and check whether the expected effect is present. A changed revision requires another review; a failed effect needs reconciliation.

Have the Purchasing Approver explain which request revision they approved and why. If the buyer changed the amount afterward, return the request for a new decision. Check the operation receipt before treating the supplier order as placed.

Before the first approval, test a request returned for changed amount. The Buyer should see the reason, revise the request, and submit it again. The Purchasing Approver must decide on that new revision rather than extending the old decision.

• Requests awaiting approval — Submitted requests with their revision, amount and owner ready for a decision.
• Decision history — Recorded decisions with reviewer, reason and source revision.

Follow request to commitment, receipt and invoice match, and landed cost review for the related decisions.