I have been asked to help draft a purchasing policy for a growing small business. I'm looking for some ideas as to what sort of process people follow. In a previous life, I managed an Accounts Payable , where Purchase Orders were raised for almost everything, and were signed ogg and then matched to a physical invoice when it came in. This was all done with paper copies.
So to transfer this to a digital system, I would have users create a PO in Xero - but there doesnt seem to be an approval process, oher than the user themself. So the approval to spend the money would still need to be done outside of Xero.
O have thought of having a delegated level of spending per person - but again, this is not possible in Xero
. Otherwise, perhaps an email trail from receptionist to Line Manager to Accounts staff . Accounts staff would enter a PO based on approval from email, and would then create a bill once the invoice was received.
Currently, items are purchased by business credit card, but theres not much control over it. Director soesnt want to stop the flow of business, but does want to manage it a bit better.
Does anyone deal with this? Any ideas?