Procurement Approval Flow

Based on Procurement Purchasing Policy (POLS002 — V1), Sections 6 & 7

1

Requesting Department / User

Initiates request for goods, services, or works

  • Identify business need
  • Prepare requisition
  • Specify goods, services, or works required
2

Submit Required Documents

Gather and submit all mandatory documentation

  • SLA/Lease/Credit documents
  • Payment terms agreement
  • FICA documentation
  • DOCS005 compliance forms
3

Procurement Initial Review

Initial validation by procurement team

  • Supplier registration verification
  • FICA compliance check
  • Documentation validation
4

Legal Department Review

Legal compliance and legislation verification

  • Contract terms review
  • Compliance verification
  • Legislation adherence check
Decision Point: Legal Review
If Rejected: Return for Corrections
If Approved: Proceed to Signatory Approval
5

Authorised Signatory Approval

Final review and authorisation by signatory

  • Executive review
  • Final authorisation
  • Approval sign-off
Decision Point: Signatory Approval
If Rejected: Return for Corrections
If Approved: Proceed to Onboarding
6

Procurement Finalises Onboarding

All validations and documentation approved

  • Complete final validation
  • Approve all documentation
  • Confirm compliance
7

Supplier Code Issued

Added to approved supplier list

  • Generate supplier code
  • Add to approved supplier list
  • Update supplier database
8

Agreement Sent Back

Fully executed agreement returned to requester

  • Execute final agreement
  • Return to requester
  • Process complete

Supporting Compliance Checks

Supplier Registration Verification

Validate supplier exists in registration database and meets minimum requirements.

FICA Compliance Verification

Ensure Financial Intelligence Centre Act requirements are met for all suppliers.

Enhanced Due Diligence (EDD)

Additional scrutiny applied where applicable based on risk assessment.

Documentation Validation

All required documents verified for completeness, accuracy, and authenticity.

Ongoing Compliance Monitoring

Continuous monitoring of supplier compliance after onboarding to ensure continued adherence to policies and regulations.

Policy Reference

Document: Procurement Purchasing Policy (POLS002 — V1)

Sections: 6 & 7 - Approval Flow

This process flow outlines the mandatory steps for supplier onboarding and procurement approval as per company policy.