PointVAL process · Spend and approvals

The spend process starts with a purchase requisition, not an invoice

We connect the purchase requisition, approval, purchase order, receipt and supplier invoice. By the time the invoice reaches the finance team, the business already knows who requested the spend, who approved it and what it was for.

Approval before the commitment

In PointERP, spend approval is a specific operation: an authorised person creates an Internal Order from the requisition and changes its status from Draft to Active.

Process flow

From an operational need to an invoice with full context

The invoice does not begin the process and need not be the first point at which the business learns about the cost. Every subsequent document follows from an earlier decision.

Purchase requisition
01

An employee records the business need, required date, request owner and requisition line items before a supplier invoice reaches the business.
Spend approval
02

An authorised person creates an Internal Order in PointERP from the requisition and changes its status from Draft to Active.
Purchase order
03

Approved lines move into procurement without re-entering the description, quantity or accountability data.
Goods or service receipt
04

The receipt is created from the order and retains its relationship to the approved need and individual lines.
Supplier invoice
05

The supplier invoice is created as the next document after receipt, completing the audit trail from requisition to invoice.
Payment and open-item clearing
06

In PointERP, once a supplier invoice is entered, its due date and outstanding amount are visible immediately. Recording a payment instantly updates the outstanding amount and changes the document status to partially paid or settled – without waiting for accounting posting or month-end close.

Clear division of responsibility

Technology maintains continuity

Carrying line items and relationships through the purchase requisition, Internal Order, purchase order, receipt and supplier invoice.
Retaining the request owner, dates, authors and relationships between successive documents.
Work queues for requests without orders, receipts to be recorded and receipts awaiting invoices.
Linking a supplier invoice, invoice correction or return to the preceding spend process.

People make the spend decisions

Describing the need and assigning responsibility before the business enters into a commitment.
Accountable approval of the spend by a person with the appropriate authority.
Selecting the supplier and commercial terms, and resolving changes against the approved request.
Resolving discrepancies between the order, receipt and supplier invoice.

Process control

Work queues show where each request is held up

Approval before purchase

The history shows who authorised the requisition for purchasing and on what basis.

The missing step is visible

Work queues identify requests without orders, receipts to be entered and receipts without supplier invoices.

The invoice retains its context

The supplier invoice remains linked to the order, receipt and original business need.

Corrections preserve the history

Returns, invoice corrections and adjustment entries remain part of the same process trail.

Production evidence in PointERP

Every purchase retains an audit trail from requisition to payment

The production PointERP process takes spend through purchase requisition, approval, purchase order, receipt, supplier invoice and payment. Once the invoice is entered, its due date and outstanding amount are visible. Recording a payment immediately updates that amount and changes the invoice status to partially paid or settled – without waiting for posting to the general ledger or month-end close. Successive documents retain line items, authors and relationships, so the context does not have to be reconstructed from messages or separate spreadsheets.

This proven mechanism is adapted within a PointVAL engagement to the client’s accountability structure and existing systems.

Measurement before and after

We measure the full spend cycle, not just approval time

A quick decision is not enough if the order, receipt or invoice still waits outside the process. We therefore measure every stage and the number of cases that require clarification.

01
Elapsed time from purchase requisition to an authorised decision.
02
Waiting time between purchase order, receipt and supplier invoice.
03
The number of items stopped at each stage and the reason for the delay.
04
The number of supplier invoices without a preceding order or confirmed receipt.

Let us trace one purchase from requisition to invoice

For the first call, one typical cost, the roles involved in the decision and the current locations of orders, confirmations and invoices are enough.

Let’s discuss spend and approvals →

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