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Which of these would you most like to stop doing?
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Wanda — The Purchasing Control Scorecard

Order control

Invoice handling

Visibility and audit

Cost and risk

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We do not raise formal purchase orders. Orders go straight to suppliers.

Sometimes. It depends on the team, the manager, or the value.

Usually, but on a form or spreadsheet outside the finance system.

Always, through a system, with a defined approval route.

RAISING ORDERS
How are purchase orders raised in your organisation?

It does not. Budget holders order at their own discretion.

Verbally, or by a quick email to whoever is around.

There is a proper approval route, but it runs on email or paper.

Automatically routed by value, cost centre or budget holder.

APPROVALS
How does an order get approved before it reaches the supplier?

It is printed, walked round the building, and keyed in by hand.

It is emailed round for approval, then keyed in by hand.

It is scanned or captured, but still needs a lot of manual checking.

It is captured automatically, checked on screen, and approved in the system.

INVOICE ARRIVAL
When a supplier invoice arrives, what happens to it?

We do not match. We approve the invoice on its own merits.

Manually, when someone has time, and not for every invoice.

Manually, for most invoices, but it is slow and people dread it.

Automatically, before the invoice enters the approval route.

MATCHING
How do you check an invoice against the order it relates to?
Three way matching means invoice against order against goods received.

Under a quarter, and we are working on it.

Almost none. A no PO no pay rule is enforced.

NON PO SPEND
What proportion of your invoices arrive with no purchase order behind them?
This is one of the clearest signals of how much control you really have.

Someone types them in again, from scratch.

Someone builds a spreadsheet and imports it, usually at month end.

A file is exported and uploaded, with some manual handling.

Approved transactions post automatically. Nobody rekeys anything.

GETTING DATA INTO THE FINANCE SYSTEM
How do approved invoices end up in your finance system?

Yes, but it takes me half a day to pull together.

Yes, on screen, right now, by cost centre.

Weeks. It is spread across inboxes, drawers and spreadsheets.

Days, with several people pulled off other work.

Hours, and there would be a few gaps I would have to explain.

Minutes. It is one report, and it is complete.

AUDIT TRAIL
If an auditor asked for the full approval history of every invoice over the past year, how long would that take?

A few times a year, and it takes days to unpick.

Rarely, but when it happens it is painful.

Almost never. The process catches it first.

THINGS GOING WRONG
How often does something go wrong because of the purchasing process itself?
Duplicate payments, spend nobody authorised, a supplier chasing an invoice you cannot find, an audit finding.