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Process Automation

Purchase Requisition Approval Automation

Learn how Cflow streamlines Purchase Requisition Approval Process for procurement, finance, and leadership teams, step-by-step workflow, roles, form fields, approval logic, and real examples.
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Purchase requisitions serve as the initial gatekeeper for controlling organizational spending before purchase orders are created. Without automation, manual requisition approvals result in unauthorized spending, budget overruns, procurement delays, and compliance gaps. Recent industry research shows that 60% of companies experience unauthorized purchases due to weak requisition controls.

Without automation, employees, department heads, procurement teams, finance controllers, and CFOs struggle to validate spending requests, monitor budgets, enforce procurement policies, and maintain audit trails. This guide walks you through exactly how Cflow automates Purchase Requisition Approval Process, from request submission to PO creation.

What Is Purchase Requisition Approval Process?

The Purchase Requisition Approval Process governs how employees request purchases, how those requests are validated, authorized by management, and forwarded to procurement for supplier sourcing and PO creation.

Think of requisition approvals as the first financial checkpoint ,  every request requires need justification, budget verification, policy alignment, and management sign-off before the procurement cycle begins.

Recent industry research shows that automating purchase requisitions reduces unauthorized spending by 65% and shortens procurement cycle time by 50%

Why Purchase Requisition Approval Matters for Organizations

Spend Control

Prevents unauthorized or unnecessary purchases at the source

Budget Compliance

Ensures spending stays within department or project budgets

Procurement Readiness

Helps procurement teams source approved items faster

Audit Trail

Captures full requisition approval history for financial and compliance audits

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Key Benefits of Automating Purchase Requisition Approval with Cflow

  • Centralized Requisition Portal : Cflow allows employees to submit purchase requisitions with item descriptions, vendor suggestions, quantities, and cost centers into a single system.
  • Dynamic Routing Based on Requisition Value : Cflow applies routing logic based on requisition amount, department, and expense type for appropriate oversight.
  • Multi-Level Approval Workflows : Requests route through managers, department heads, procurement officers, finance controllers, and CFOs depending on amount thresholds.
  • Real-Time Notifications & Escalations : Automated alerts ensure timely requisition processing while escalations prevent procurement delays.
  • Budget Validation & Policy Checks : Cflow validates requested amounts against budgets, highlights policy violations, and blocks unapproved items.
  • Full Audit Trail & Requisition Logs : Every request, approval, rejection, and policy flag is archived for full audit readiness.
  • Mobile Accessibility : Managers, finance teams, and leadership can review and approve requisitions on any device, improving response time.

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User Roles & Permissions

Employee Requester (Initiator)

  • Responsibilities: Submit purchase requisition with item details, business justification, and suggested vendors.
  • Cflow Permission Level: Submit Form.
  • Mapping: “Employee Group.”

Department Manager

  • Responsibilities: Validate business need, budget availability, and vendor suggestions.
  • Cflow Permission Level: Approve/Reject.
  • Mapping: “Manager Group.”

Procurement Officer

  • Responsibilities: Verify sourcing feasibility, supplier alignment, and procurement policy compliance.
  • Cflow Permission Level: Approve/Reject.
  • Mapping: “Procurement Team.”

Finance Controller

  • Responsibilities: Review budget codes, financial limits, and GL account mapping.
  • Cflow Permission Level: Approve/Reject.
  • Mapping: “Finance Team.”

CFO (Conditional)

  • Responsibilities: Final sign-off for high-value or strategic requisitions.
  • Cflow Permission Level: Approve/Reject.
  • Mapping: “CFO Group.”

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Form Design & Field Definitions

Field Label: Requisition Request ID

  • Type: Autonumber
  • Auto-Populate: Generated on submission.

Field Label: Requester Name

  • Type: Text (Autofill)
  • Auto-Populate: From user profile.

Field Label: Department

  • Type: Dropdown
  • Logic/Rules: Mandatory.

Field Label: Requisition Date

  • Type: Date Picker
  • Logic/Rules: Mandatory.

Field Label: Item Description

  • Type: Text Area
  • Logic/Rules: Mandatory.

Field Label: Quantity

  • Type: Numeric Field
  • Logic/Rules: Mandatory.

Field Label: Estimated Cost

  • Type: Numeric Field
  • Logic/Rules: Drives routing.

Field Label: Vendor Suggestions

  • Type: Text Area
  • Logic/Rules: Optional.

Field Label: Business Justification

  • Type: Text Area
  • Logic/Rules: Mandatory.

Field Label: Budget Check Result

  • Type: System Flag
  • Logic/Rules: Validates against allocated budgets.

Field Label: Manager Review Notes

  • Type: Text Area
  • Logic/Rules: Required for department manager.

Field Label: Procurement Review Notes

  • Type: Text Area
  • Logic/Rules: Required for procurement officer.

Field Label: Finance Review Notes

  • Type: Text Area
  • Logic/Rules: Required for finance controller.

Field Label: CFO Comments

  • Type: Text Area
  • Logic/Rules: Required for CFO.

Field Label: Requisition Approved Confirmation

  • Type: Checkbox
  • Logic/Rules: Procurement marks as approved and converts to PO.

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Approval Flow & Routing Logic

Submission → Department Manager

  • Status Name: Pending Manager Review
  • Notification Template: “Hi Manager, new purchase requisition submitted for review.”
  • On Approve: Moves to Procurement Officer.
  • On Reject: Returns to Requester.
  • Escalation: Reminder after 1 day.

Manager → Procurement Officer

  • Status Name: Pending Finance Review
  • Notification Template: “Hi Finance, requisition requires financial validation.”
  • On Approve: Moves to CFO (if applicable).
  • On Reject: Returns to Procurement Officer.
  • Escalation: Reminder after 1 day.

Finance → CFO (Conditional)

  • Status Name: Pending CFO Approval
  • Notification Template: “Hi CFO, high-value requisition requires final sign-off.”
  • On Approve: Moves to Requisition Authorized.
  • On Reject: Returns to Finance Controller.
  • Escalation: Reminder after 1 day.

Final → Requisition Authorized

  • Status Name: Purchase Requisition Approved
  • Notification Template: “Requisition fully approved and ready for PO creation.”

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Implementation Steps in Cflow

Create a new workflow

Go to Cflow → Workflows → New → Name “Purchase Requisition Approval Automation

Design the form

Add fields from Form Design & Field Definitions. Apply conditional logic

Set up User Roles/Groups

Create: “Employee Group,” “Manager Group,” “Procurement Team,” “Finance Team,” “CFO Group.”

Build the process flow diagram

Submission → Manager → Procurement → Finance → CFO.

Configure notifications

Apply templates and escalation rules per Approval Flow

Set conditional logic

Requisition amount, department, and budget drive routing.

Save and publish workflow

Activate process.

Test with a sample request

Submit test requisitions; validate routing, budget checks, and escalations

Adjust logic if needed

Fine-tune for CAPEX vs. OPEX requisitions

Go live

Assign real users; train employees, managers, procurement, finance, and leadership.

Example Journey: Office Furniture Requisition

Employee submits $35,000 requisition for new office furniture. Cflow assigns ID PR-2025-150. Manager approves business need, Procurement validates vendor, Finance verifies budget, CFO signs off due to amount threshold. Requisition approved and forwarded for PO creation.

FAQ's

How long does it take to set up Purchase Requisition Approvals in Cflow?

Setup typically completes within 5–7 business days.

Can requisition size trigger different approval flows?
Yes. Cflow routes requests based on requisition amount, department, and budget.
Does Cflow integrate with ERP and procurement systems?
Absolutely. Cflow integrates with SAP, Oracle, NetSuite, and procurement platforms.
Is full audit trail maintained for procurement audits?
Yes. All requisitions, reviews, approvals, and policy validations are archived for audit readiness.

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