Purchase Requisition Workflow

How is this workflow audited for compliance purposes?

Every status change — submission, manager review, finance review, procurement confirmation, and rejection/resubmission — is recorded as a discrete step within assess.one, creating a complete timestamped history for each requisition. This audit trail can be reviewed by finance, procurement, or internal audit teams at any time without relying on email threads or spreadsheets. Because approval routing logic is built into the workflow itself, there is also a clear system-level record of why a request was routed to a manager versus finance.

Who has access to requisition data and approval decisions at each stage?

Access is controlled by role within assess.one, so requesters see only their own submissions while managers, finance approvers, and procurement staff see only the requests relevant to their stage in the workflow. Roles, permissions, and visibility can be configured directly in the platform to match your organisation's segregation-of-duties requirements. This ensures budget codes, cost estimates, and supplier decisions are only visible to authorised personnel.

How does this integrate with email notifications and existing systems?

The workflow uses Postmark, configured directly inside assess.one, to send automated notifications to requesters when a requisition is approved and ready for PO creation or when it has been rejected. No external development work or third-party integration project is required — notification rules are set up within the platform's configuration screens. Additional integrations can be added later using the same in-platform configuration approach.

Can the $2,000 approval threshold and routing logic be customised?

Yes, the cost threshold that determines whether a requisition routes to a manager or to finance is a configurable rule within the workflow and can be adjusted to match your organisation's delegation of authority policy. Additional routing tiers, such as a higher-value approval step for senior finance leadership, can also be added directly in assess.one. Changes to routing logic take effect immediately without requiring a new deployment cycle.

Who needs access to this workflow within the organisation?

At minimum, employees submitting requisitions, department managers approving requests under the threshold, finance approvers for higher-value requests, and procurement staff confirming supplier selection all require access. Larger organisations may also grant read-only access to internal audit or compliance teams for oversight purposes. Access can be scoped precisely by role within assess.one's permission settings.

What compliance or approval considerations apply to rejected requisitions?

When a requisition is rejected, the workflow requires a documented reason before returning it to the requester, ensuring rejections are never silent or undocumented. The requester can then revise and resubmit the requisition, which re-enters the same approval routing logic based on the (potentially updated) estimated cost. This maintains consistent policy enforcement even across multiple revision cycles.

What happens at the procurement confirmation step?

Once a requisition is approved by the manager or finance, procurement reviews the approved request and confirms the selected supplier before the requisition is marked ready for purchase order creation. This step is captured as a distinct record within the workflow, so supplier decisions are documented alongside the original requisition details. The requester is automatically notified once this stage is complete.

How long does it take to implement this workflow?

This is a ready-to-use template that can be published and live within minutes — there is no lengthy implementation project or software installation required. Once published, your team can immediately begin submitting and processing purchase requisitions through the live workflow. Any customisation to steps, thresholds, or notifications is made directly within assess.one and takes effect right away.

Can the workflow scale across multiple departments or budget codes?

Yes, the workflow captures department and budget code as core fields on every requisition, allowing finance and procurement teams to track and report on spend across multiple cost centres from a single platform. Approval routing and notification rules apply consistently regardless of department, ensuring uniform governance at scale. This makes the workflow suitable for organisations managing procurement across many business units.