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PURCHASE REQUEST APPORVAL PROCEDURES
This procedure is initiated, implemented and processed within business operation for the entity’s internal control
purposes. Practically, any procurement of goods or services and business travel fees are necessary to be
previewed, endorsed and approved by management. The forms of approval may present under documentation
of written letters (mails, work papers) or generation of document in ERP system which could be submitted by
subordinates.
In the circumstance configurated in SAP system, the approval procedure would work through from origination of
Purchase Request (PR) by the operational staffs, hence the automatic submission to management would be
undertaken subsequently.
The management have comprised of two main components, Manager and Admin accounts and the operational
staffs include all the Limited accounts within organization’s SAP database.
Only if the approvals of manager and admin to PR are completed could requestor process following steps from
PR. Unless one of two components of management declines the PR, that means the staffs’ proposal will be
rejected and the alternative responses should be performed by requestor (modify the PR or create new one).
Let’s view the simulation below to understand this procedure.
The configuration of the screenshot has been in line with the circumstance described above
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The PR No. 3 has been created. However, it could not be inherited to continue the creation of Purchase
Orders as a next progression due to pending approvals. Subsequence of initiation, both inboxes’
manager and admin account would receive the notification simultaneously.
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Both of manager and admin have made the same practices to response to this request. First step, click
on bold line to review a new notification.
Then, the window content of new notification would appear. Click on the yellow arrow icon
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to view the panel to perform making-decision.
At point 1, click on yellow arrow icon to preview the PR.
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After inspection of PR to consider whether the reasonableness of item requested to purchase.
At point 2, the making-decision, approved in this scenario, would be made due to appropriateness of
PR verified. Select Ok button to complete procedure.
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In another result, the PR could be rejected or pending since management may require further
information or any modification leading to a more appropriate decision. These are noted to
communicate with requestor in remarks cells. Select Ok button to complete procedure.
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Only when obtaining 2 management approvals, User Lo01 access the PR No. 3 to add to the system
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