Purchase requests

A buyer needs replacement components by a required date. They choose the operating organization, eligible supplier and owner, then record the subject, amount, budget code and line quantities. The request begins in Draft. The buyer checks the current revision before submission so a later edit cannot ride on an earlier decision. The approving colleague reads the same scope, records a decision and reason, and leaves an order reference only after the supplier handoff is retained.

The request ties the Buyer, supplier and organization to a dated amount and line scope. Its revision identifies what the Purchasing Approver reviewed. The order reference belongs on the request only after the supplier handoff is persisted; the operation receipt preserves the outcome.

• 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.

The key agreement is when a request is ready for review. Decide who owns supplier selection, who can change a draft and which amount needs a separate approval. A requester cannot approve their own spend. Agree how a returned or rejected decision reaches the owner, and how a cancelled request is identified before another action executes.

Rehearse a request that changes after submission. The Buyer should prepare the new revision, and the Purchasing Approver should decide on that revision rather than relying on the earlier decision. Agree who checks the order handoff evidence before the status advances.

Open a submitted request with its lines and requested amount. Compare the source revision with the review decision. Then follow the order reference and operation receipt. If the revision differs, the buyer should prepare a new submission. If the operation receipt needs review, the team should reconcile the recorded effect before trying again.

Have the Buyer identify the approved revision, supplier and amount. Have the Purchasing Approver confirm that their decision covers that same revision. If the order reference has no persisted handoff, keep the request out of Ordered status.

• Request status board — Requests grouped by lifecycle status, owner and supplier.
• Requests due soon — Requests approaching or past their required date.

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