This cross functional flowchart is for raising purchase orders for project related costs. It includes key checks of the supplier list and PO system and the authorisation process.
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Flowchart - list of steps

Originator
Decision points

• Does budget line exist?
• Is supplier on SAP list?
• Should supplier be pre-qualified?
• Is supplier on PO system?

Tasks

• Pass details to Purchasing Manager
• Get BACS details, complete new supplier form
• Send approval form to accounting center
• Create Purchase Order (PO), print and pass to Project Manager
• PO status to approved
• Send PO to supplier

Project Manager
Decisions points

• Is this legitimate spend?
• Valid expenditure?

Tasks

• Project Manager to resolve - via change control or reject
• Reject spend notify purchaser
• Authorise New Supplier Account Request
• Reject PO (if not valid)
• Approve PO and pass to sign-off authority (if valid)

Sign-off authority
Decision points

• Is the expenditure valid?

Tasks

• Reject or approve the Purchase Order

Super user
No decision points
Tasks

• Add supplier to database

Download Purchase Order Process Flowchart

Visio diagram of the Purchase Order Flowchart

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