Practical software guides
A purchasing workflow needs authority for the actual amount, supplier and purpose. Approval of a request is not automatic approval of a changed invoice or a new bank account.
| Request | Reviewer | Release condition |
|---|---|---|
| Routine B$150 restock | Assigned budget holder | Matched approved vendor and available internal budget |
| Urgent B$600 repair | Authorised delegate if primary unavailable | Documented scope and delegation still valid |
| Amount rises after approval | Return to required approver | New revision approved |
| Vendor bank details change | Independent verification role | Verified through trusted existing contact |
Urgency without uncontrolled spending
A fictional repair cannot wait for the usual manager. Use the documented backup approver, check delegation expiry and retain the decision. If no valid authority is available, escalate or hold; a red “urgent” flag must not bypass approval.
Match request, purchase order, receipt and invoice. A partial delivery stays partial until the discrepancy or approved credit is resolved. Separate requester, approver and payment release where practical; small teams need explicit compensating review when roles overlap.
Test an expired delegate and an invoice above the approved revision. Existing accounting/procurement software may support the matrix with configuration. This template creates no legal procurement entitlement and promises no compliance certification.