Purchase Order Approval for Accounting & Finance
Routes purchase orders through a multi-level approval process based on amount thresholds and budget availability.
Built with ASIC regulatory requirements, AML/CTF compliance, Tax Practitioners Board obligations, and APES standards in mind.
Workflow Stages
Purchase Request Submission
The requestor submits a purchase instruction with item details, justification, and preferred vendor.
Inputs
- Purchase request form
- Item specifications
- Vendor quotes
Outputs
- Submitted purchase request
- Budget code assigned
- Approval routing initiated
Budget Verification
Verify that sufficient budget is available in the requesting department allocation.
Inputs
- Purchase request
- Department budget report
- Year-to-date spending data
Outputs
- Budget availability confirmation
- Budget impact analysis
- Budget hold placed if confirmed
Decision Points
- • Is budget available for this purchase?
Manager Approval
The department manager reviews and approves the purchase based on business need and budget.
Inputs
- Purchase request with budget confirmation
- Business justification
- Approval threshold guidelines
Outputs
- Manager approval or denial
- Approval comments
- Routing to next approver if above threshold
Decision Points
- • Is the purchase justified?
- • Does the amount require additional approval levels?
Procurement Processing
Convert the approved request into a formal purchase instruction and submit to the vendor.
Inputs
- Approved purchase request
- Vendor details
- Purchase instruction template
Outputs
- Purchase instruction issued
- Vendor instruction confirmation
- Report delivery timeline established
Receipt and Verification
Receive the goods or services, verify against the purchase instruction, and authorize payment.
Inputs
- Purchase instruction
- Delivered goods or service confirmation
- Inspection checklist
Outputs
- Receipt confirmation
- Three-way match completed (PO, receipt, invoice)
- Payment authorized
Frequently Asked Questions
What are the approval thresholds?
Purchases under a set threshold require manager approval only. Amounts above that threshold require additional approval from a director or executive, as defined in the procurement policy.
Can a purchase instruction be cancelled after approval?
Yes, purchase orders can be cancelled before the vendor fulfills the instruction. Cancellation after partial fulfillment may incur fees depending on the vendor terms.
What if the delivered items do not match the instruction?
Discrepancies are documented and reported to the vendor. A replacement, credit, or return is arranged by the procurement team.
Ready to implement this workflow in your business?
Our team can implement this workflow into your business operations with custom tools and training.