Spending limits and responsibilities
Sourcing Force provides spending limits and approval workflows. Their configuration reflects your organisation's rules for operations passing through the application.
THE SOURCING FORCE WORKFLOW
Your purchase approval workflow.
The right decision, at the right level.
The requester knows the need. The approver commits resources. Make their responsibilities clear so that one-off purchases follow your organisation's rules.
Focused demo · Free assessment · Pricing on request
A DECISION FRAMEWORK
- Documented request
- Rules & approvers
- Decision in the system of record
Sourcing Force + Buy Made Easy
Approve one-off purchases at the right level.
A small order can be urgent, sensitive or charged to another team's budget.
Sourcing Force centralises the request and routes it to the designated owners in line with your ERP/S2P rules.
Buy Made Easy acts as the single supplier after the required decisions have been made for its assigned operations.
Inside Sourcing Force
A look at the workflow in the application.
The starting point
A purchase approval workflow everyone can understand.
The purchase approval workflow defines who reviews a request and under what conditions a decision can be made. It connects responsibilities, value, purchase type and operational context. A useful rule must be clear to both requester and approver.
Class C purchases benefit from proportionate processing while retaining necessary controls. A small amount may involve a critical part, an unfamiliar supplier or a controlled category. The workflow accounts for these situations within the client's framework.
Information that matters
Purchase approval relies on explicit rules.
Suppliers and categories
Supplier or category restrictions apply the chosen framework. Define the relevant cases and expected handling before deploying a restriction.
Files and exceptions
An incomplete quote, missing allocation or urgent need calls for a specific action. Identify who completes, reviews or decides on each type of situation.
A clear workflow
Four steps to describe the workflow.
Information moves between teams. Responsibilities stay clear.
- 01
Document
List the decisions needed using real requests, supporting documents and constraints.
- 02
Assign
Identify business, procurement and budget owners; specify their decision scope.
- 03
Configure
Apply spending limits, workflows and restrictions within the agreed Sourcing Force scope.
- 04
Run acceptance tests
Test a standard request, missing information, restrictions and urgent situations with the responsible people.
The client's ERP / S2PSystem of record for rules, approvals, commitments and orders.
A preparation checklist
The rule should specify the next action.
| Situation | Control question | Action to define |
|---|---|---|
| Unusual amount | Is the right owner reviewing the file? | Assign it to the agreed decision level |
| Controlled category | Are the business requirements met? | Review by the relevant specialist |
| Blocked supplier | Does the file comply with procurement policy? | Handle the exception under the rules |
| Urgent need | Are the deadline and criticality documented? | Identify the decision-maker; no implicit approval |
One portal, several purchasing workflows
Approval workflows by category
MRO and industrial supplies
Technical specifications, urgent requirements and multiple distributors make small industrial orders difficult to manage.
Explore the process →
Personal protective equipment
An order for gloves or footwear still needs the right size, product reference and specifications for the task.
Explore the process →
Testing, measurement and certification
Without a defined deliverable, method and deadline, a one-off testing service becomes difficult to accept on completion.
Explore the process →
Heating, ventilation and air conditioning
Technicians need parts and services quickly while allocating each purchase to the right site or project.
Explore the process →
Pallets and handling
Separate orders for each warehouse make specifications and delivery dates difficult to reconcile.
Explore the process →
Small IT equipment
Adapters, monitors and peripherals are often bought urgently from several distributors.
Explore the process →
Point-of-sale displays and marketing
A marketing campaign brings together printing, point-of-sale displays and promotional items from different suppliers.
Explore the process →
Freelancers and services
A one-off assignment becomes harder to track when requirements, deliverables and approvals are scattered across separate conversations.
Explore the process →
Business travel and events
Hotels, venues, transport and MICE services create fragmented bookings, sometimes committed outside the procurement process.
Explore the process →A practical scope
The system of record retains the commitment.
Your ERP/S2P retains control over rules, approvals, commitments and orders. Workflows configured in Sourcing Force fit within this framework. The project defines the steps performed in each environment and the information connecting them.
Your initial scope
Test the workflow with the people who use it.
A responsibility matrix is only useful if it matches everyday scenarios. Prepare a complete file, an incomplete file and an authorised exception. For each, compare the expected owner, required information and decision to record.
Cost centres, projects and categories give context to the workflow. Their exchanges or configuration must align with the system of record. Recorded discussions make request clarifications available for review.
Start with a class C purchasing scope and a few representative user profiles. The free assessment helps identify priorities; a focused demonstration walks through your scenarios and prepares acceptance criteria.
Prepare your project
Implementation questions.
Can urgency replace approval?
No. Assess the deadline, criticality and consequences of a delay. The organisation defines the responsible person and process; urgency is not implicit authorisation.
Can we block a supplier or category?
Sourcing Force provides these controls. Procurement and IT define the rules, scope and exception handling.
Which system records the commitment?
The client's ERP/S2P remains the system of record. The integration project defines the transition from the specialist request to the client's approvals, commitments and orders.
Your next step
Make room
for the purchases that matter.
Let's discuss your class C purchases and how your organisation works.
Request your free assessment.