Finance and Operations
Dispensary purchase order approval workflow
DispensaryVA Editorial TeamPublished
purchase ordersprocurementinternal controls
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Finance and Operations
Purchase order approval is a sequence of evidence, not a single button. The requester should explain the need, the approver should have authority, and receiving staff should be able to compare what arrived with what was approved.
Capture the request, supplier, items, quantities, expected timing, and business reason. Check the dispensary vendor invoice review process before approving a supplier change. After approval, record the order identifier and reconcile it through the receiving exception log.
Keep substitutions and price changes as exceptions requiring review. Never backdate approval to make a completed purchase appear compliant.
The COSO internal control overview provides general control principles for separation and evidence.
Follow the operator’s written authority matrix. Where separation is required, assign a different approver and retain both records.