Purchase Order Process

Manage purchase orders from receipt to vendor delivery

Objective

Streamline purchase order creation, approval, and distribution to vendors and requestors

Participants (4 roles)

procurementTeam: Procurement Team
procurementManager: Procurement Manager
authorizedApprover: Authorized Approver
requestor: Requestor

Input

Purchase requisition or request for goods/services

Output

Approved purchase order sent to vendor and requestor

Process Flow

100%
flowchart LR
    node0["Receive P.O"]
    node1["Generate P.O"]
    node2["Review P.O"]
    node3["Approve P.O"]
    node4["Send P.O to requestor"]
    node5["Send P.O to Vendor"]

    node0 --> node1
    node1 --> node2
    node2 --> node3
    node3 --> node4
    node4 --> node5

    classDef default fill:#1e293b,stroke:#3b82f6,stroke-width:2px,color:#e0e7ff,padding:10px

Performance Metrics

1-3 days

Avg. Completion Time

100-500 POs

monthlyVolume

95%

approvalRate

24-48 hours

vendorResponseTime

Stages Overview

100%
PROPERTIES
STAGE 1
Receive P.O
STAGE 2
Generate P.O
STAGE 3
Review P.O
STAGE 4
Approve P.O
STAGE 5
Send P.O to requestor
STAGE 6
Send P.O to Vendor
Stage Owners
Procurement Team
Procurement Team
Procurement Manager
Authorized Approver
Procurement Team
Procurement Team
Stage Workers
-
-
Procurement Team
Procurement Manager
-
-
Duration
1-2 hours
2-4 hours
2-4 hours
4-8 hours
30 minutes
1 hour
Output Fields
• Request Type*
• Estimated Value*
• Urgency*
• PO Number*
• Vendor Name*
• PO Total*
• Review Status*
• Review Comments
• Approval Decision*
• Approval Date*
• Approver Signature*
• Requestor Notified*
• Notification Method*
• Vendor Acknowledgment*
• Expected Delivery Date*
• Vendor Contact*
To-dos
• Log purchase request
• Verify request completeness
• Generate PO in system
• Attach required documentation
• Verify pricing and terms
• Check compliance with policies
• Review financial authority limits
• Provide final approval
• Send PO copy to requestor
• Provide order tracking information
• Send PO to vendor
• Confirm vendor receipt

Automation Rules

Automation 1: Field Value Alert

If PO Total greater_than, Then send notification to Procurement Manager with message: "High-value PO requires additional review"

high

Automation 2: Custom Automation

If stage_overdue, Then escalate to procurementDirector with message: "PO approval pending for over 24 hours"

Workflow Summary

Total Stages

6

Total To-dos

12

Output Fields

16

Automations

2