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Workflow Example — Purchase Order Approvals

function

Finance & Operations

workflow pattern

request → validation → threshold routing → approval → escalation → audit

reliability focus

explicit thresholds, time-bound approvals, predictable exception handling

Finance System
ERP
Finance Analyst
User
Approver
User
System Actor
API
Requester
User
Checker
Assistant
Audit Logging
Inputs
Data
Outputs
Data
Create / Sync PO
Inputs
Data
Outputs
Data
Approve / Reject
Inputs
Data
Outputs
Data
Exception Handling
Inputs
Data
Outputs
Data
Reminder and Escalation
Inputs
Data
Outputs
Data
Start SLA Timer
Inputs
Data
Outputs
Data
Route to Approver
Inputs
Data
Outputs
Data
Apply Approval Threshold Rules
Inputs
Data
Outputs
Data
Validate Request Completeness
Inputs
Data
Outputs
Data
Submit PO Request
Inputs
Outputs
Data
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What This Workflow Demonstrates

This example shows how to design a PO approvals workflow that is:

  • enforceable (routing logic is explicit)
  • visible (stakeholders can see where approvals are stalled)
  • auditable (every decision is recorded)
  • resilient (escalations and exceptions are modeled, not improvised)

Example Workflow Structure (Steps + Actors)

Actors

  • Requester: submits PO request
  • System Actor: validation, routing, timers
  • Approver(s): manager/department head/finance
  • Procurement / Finance Analyst: exception review
  • ERP / Finance System: PO creation or sync

Steps

  1. Submit PO request Capture request details, vendor, amount, category, and justification.

  2. Validate request completeness Ensure required fields are present and formatted.

  3. Apply approval threshold rules Determine approver chain by amount, category, and entity policy.

  4. Route to approver Assign to the correct approver(s) with visibility.

  5. Start SLA timer Enforce time-bound approval windows.

  6. Reminder and escalation If no action within SLA:

    • notify approver
    • escalate to backup approver or manager

  7. Exception handling (human review) If policy exception is detected (e.g., non-standard vendor, missing budget):

    • route to Finance/Procurement
    • require explicit resolution outcome

  8. Approve / reject On approval, proceed. On rejection, close with reason and notify requester.

  9. Create or sync PO Send approved request to ERP or purchasing system.

  10. Audit logging Record routing decisions, approver actions, timestamps, and outcomes.

Human-in-the-Loop Checkpoints

Humans remain responsible for:

  • approval decisions
  • exception resolution
  • overrides and policy changes

Related pages

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