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SOP: Raising a purchase request

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Shows how I write a task-based standard operating procedure.

Item Details
SOP ID PROC-SOP-004
Applies to All Acme Corp employees who buy goods or services
System Procurement platform (e.g. Coupa)
Time needed About 10 minutes

Purpose

This SOP explains how to raise a purchase request (PR) so that purchases are approved, budgeted and paid correctly.

Before you begin

  • You have access to the procurement platform.
  • You know the cost center your purchase will be charged to.
  • For purchases above USD 5,000, you have a vendor quote saved as a PDF.
  • The vendor is already set up. If not, raise a New Vendor Request first.

Steps

  1. Sign in to the procurement platform with your single sign-on (SSO) account.
  2. On the home page, select Create Request.

  3. Choose the request type:

    Select Catalog item if the item is listed, or Non-catalog item to enter it manually.

    Select Service request, then enter the start and end dates of the service.

  4. Enter the item details:

    Field What to enter
    Description A short, specific description, e.g. "Annual license – design software, 10 users"
    Supplier Search and select the approved vendor
    Quantity and unit price As shown on the vendor quote
    Need-by date The date you need the goods or service

  5. Under Accounting, select your cost center and GL account.

  6. Attach the vendor quote under Attachments.
  7. Select Submit for approval.

Result: The request moves to Pending Approval and you receive an email confirmation with the PR number.

Approval workflow

flowchart LR
    A[PR submitted] --> B[Manager approval]
    B --> C{Amount > USD 5,000?}
    C -- No --> E[PO created]
    C -- Yes --> D[Finance approval]
    D --> E
    E --> F[PO sent to supplier]

Troubleshooting

Problem Cause What to do
Supplier not found Vendor isn't onboarded Raise a New Vendor Request
"Invalid cost center" error Cost center is closed or mistyped Confirm the cost center with your finance partner
Request stuck in approval for 3+ days Approver is away Use Comment to remind the approver or contact Procurement