Purchase Request and Approval Trail Audit
Check that spending approvals follow your own rules.
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Audit a sample of purchases. Ten purchase records with date, amount, requester, approver, supplier, and whether a quote or purchase order existed: [PURCHASE_SAMPLE]. Our approval limits: [APPROVAL_LIMITS]. For each record check that the approver is authorised for the amount, that approval came before the purchase, that quotes were obtained where the policy requires, that requester and approver are different people, and that the invoice matches the order. Make a table with Record, Check results, Exception, and Risk. Count exceptions by type and calculate the exception rate with the arithmetic. Suggest fixes (workflow, templates, training) and a monthly sample routine. Do not accuse anyone; look at process. Mark policy matters as [VERIFY] with the finance lead. Add a worked exception count: of 10 records, 3 had approval dated after the invoice (30 percent), 2 had the same person as requester and approver (20), 1 lacked a required quote (10), and 4 had no exceptions; total exception rate 60 percent of records have at least one exception. Propose a rule that no purchase order is issued before approval and a monthly sample of ten records.
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