Set purchase reviewers and budget checks
Make the review route and budget basis clear before a purchase progresses.
Set purchase reviewers and budget checks
Make the review route and budget basis clear before a purchase progresses.
Before you start
Identify who requests the purchase, reviews it, owns procurement, confirms the budget, receives delivery and checks the bill. A job responsibility and an app permission are different: reviewers also need the appropriate workroom access.
Check the existing review route
1. Open Procure → Approvals. Use My Queue for assigned decisions and Submitted or All Approvals to find the exact request’s history. Read its stage, items, amount and Previous decisions; an empty queue does not mean every request is approved.
2. Return to the source request and check its current approval and fulfilment states. For an approved request waiting in Procurement intake, use Assign owner, choose the agreed responsible person and select Assign. Reopen the request to check the owner. Ownership does not itself authorise an order or payment.
Configure a custom route only when needed
3. Open Approvals → Workflows. Check the existing route first; an empty custom-workflow list can still use default routing. If the existing route meets your process, skip steps 4–6 and continue to the budget check in step 7. Create a custom workflow only when your agreed process needs different stages or scope.
4. Select New workflow. Enter Workflow name, Purpose, Record type, Minimum amount, Maximum amount, Currency and Request source. Leaving amount fields empty applies the route to every value, so review the scope carefully.
5. Complete Approval stages in order. For each stage, enter Stage name, Who approves, Decision rule and Due after in hours. Use Add stage for another stage. Specific workroom members exposes Add an approver; Minimum number must approve requires an achievable Approvals required count.
6. Review the full route and select Create workflow. Find it again and check its scope, stages and eligible reviewers. Use an appropriate test request to confirm actual routing before relying on the workflow.
Check the budget for the same purchase
7. Open Procure → Budgets → Availability. Match department, account or category mapping, currency, period and amount with the governing Finance budget version. Check its state before relying on Available; a draft allocation is not an active allowance.
8. Compare Requested, Reserved, Committed and Actual with the underlying request, order and financial records. Use Commitments and Exceptions to inspect related entries. Do not count a request and its resulting order twice, or add an entire order to costs that already include part of it.
Expected result
The purchase has a clear reviewer route, a procurement owner and an identified budget basis for the next decision.
For temporary cover: use Approvals → Delegations → New delegation. Review Delegate to, Approval scope, Starts and Ends before Create delegation, then reopen it. Delegation covers assigned approvals during the chosen period; it is not a permanent workflow change or permission to share a sign-in.
Continue learning
In this series: Manage purchasing — guide 3 of 17.
Turn what you learned into the way the team works.
Mark this lesson complete once the workflow exists in your workspace—not simply when you reach the bottom.