Designing Procurement That Prevents Delay and Uncontrolled Buying

Start with a defined need: item or service, quantity, required date, cost centre, and reason. Missing input sends requests back and forth and creates emergency buying.

Decide when quotations are required and how price, date, payment terms, and quality are compared. The system should not make the decision; it should expose and preserve its basis.

Route approval by value, category, and budget, with delegation for absence and escalation for delay. The objective is less waiting, not more layers.

At receipt, record actual, missing, and rejected quantities, then match purchase order, receipt, and invoice. Price or quantity differences become visible before payment.