# Editable procurement request approval worksheet

Operational planning aid, not an authority matrix or legal advice. Qualified procurement, finance and relevant specialist owners must approve actual rules. Use sanitized evidence; completing this worksheet does not authorize purchase or payment.

## Purchase scope and governing rules

- Request ID/version, requester, sponsor and acceptance owner: ____________________
- Buying entity, category, cost center, currency and dates: ____________________
- Quote/scope version, supplier legal entity and identifiers: ____________________
- Effective policy/version, amount basis, bands and delegations: ____________________
- Fixed commitment, usage cap, renewal exposure, tax and funding periods: ____________________
- Required specialists, access limits, evidence locations and expiry: ____________________

## 1. Validate the request and return one actionable missing-information list

- Inputs and exact source versions: ____________________
- Required decision, authorized role and delegation: ____________________
- Decision, conditions, evidence, timestamp and reviewed version: ____________________
- Missing/conflicting information, stop reason and next owner: ____________________
- Change triggers and dependent approvals to recheck: ____________________

## 2. Confirm the business need and the person accountable for delivery

- Inputs and exact source versions: ____________________
- Required decision, authorized role and delegation: ____________________
- Decision, conditions, evidence, timestamp and reviewed version: ____________________
- Missing/conflicting information, stop reason and next owner: ____________________
- Change triggers and dependent approvals to recheck: ____________________

## 3. Calculate the required evaluation amount and confirm funding separately

- Inputs and exact source versions: ____________________
- Required decision, authorized role and delegation: ____________________
- Decision, conditions, evidence, timestamp and reviewed version: ____________________
- Missing/conflicting information, stop reason and next owner: ____________________
- Change triggers and dependent approvals to recheck: ____________________

## 4. Select the permitted sourcing route and document the decision

- Inputs and exact source versions: ____________________
- Required decision, authorized role and delegation: ____________________
- Decision, conditions, evidence, timestamp and reviewed version: ____________________
- Missing/conflicting information, stop reason and next owner: ____________________
- Change triggers and dependent approvals to recheck: ____________________

## 5. Complete supplier and specialist reviews for the actual scope

- Inputs and exact source versions: ____________________
- Required decision, authorized role and delegation: ____________________
- Decision, conditions, evidence, timestamp and reviewed version: ____________________
- Missing/conflicting information, stop reason and next owner: ____________________
- Change triggers and dependent approvals to recheck: ____________________

## 6. Collect decisions from the right authorities on the same version

- Inputs and exact source versions: ____________________
- Required decision, authorized role and delegation: ____________________
- Decision, conditions, evidence, timestamp and reviewed version: ____________________
- Missing/conflicting information, stop reason and next owner: ____________________
- Change triggers and dependent approvals to recheck: ____________________

## 7. Release through authorized systems and verify what actually happened

- Inputs and exact source versions: ____________________
- Required decision, authorized role and delegation: ____________________
- Decision, conditions, evidence, timestamp and reviewed version: ____________________
- Missing/conflicting information, stop reason and next owner: ____________________
- Change triggers and dependent approvals to recheck: ____________________

## Final release record

- Approved packet version and final document comparison: ____________________
- All required decisions and condition-closure evidence: ____________________
- Current funding and authority confirmation: ____________________
- Release actor/system and permitted external action: ____________________
- Order/contract ID, released version, timestamp and result: ____________________
- Timeout reconciliation or duplicate-prevention result: ____________________
- Supplier communication status and authorized start conditions: ____________________
- Changes, superseded approvals and re-review owners: ____________________
- Retention/access limits and downstream receiving/payment handoff: ____________________

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OpenMax · 2026-09-04 · https://openmax.com/resources/blog/procurement-request-approval-workflow/