Need capture
Item, quantity, purpose, branch, department, need date.
Procurement control layer
Purchase Requests & Approvals
Give requesters a clean way to raise needs, give approvers the evidence to decide, and give procurement a governed path from request intake to sourcing action.
AWRA brings request creation, approval queues, comments, attachments, review evidence, escalation behaviour and explainable buying controls into one governed flow. Approval itself is gated by permission rather than by value — the refusals that hold a spend to its paperwork sit downstream, at receiving and at payment.
Approval queue
Buyer action board
Laptop replacement request
IT equipment · KES 148,000
Printer toner replenishment
Office supplies · Low stock signal
Emergency warehouse repair
Facilities · High urgency
Request creation
A good purchase decision starts with a request people can trust.
Purchase requests should not be vague messages that procurement has to decode. AWRA helps teams capture the operational context before buying begins: item details, quantity, branch, warehouse, department, project, need date, budget line, preferred supplier notes, attachments, and justification.
The request becomes a controlled starting record. Procurement can decide whether to source externally, check existing stock, route approval, ask for clarification, attach evidence, or convert the request into RFQ work.
Evidence pack
Specification, photos, supplier notes, or internal justification.
Policy context
Budget line, approval rule, category, and risk signal.
Ready for review
Procurement receives a complete request, not a guessing game.
Approval queues
Approvers need context, not just approve and reject buttons.
AWRA approval queues are designed to show what matters before a decision is made. Reviewers can see requester details, value, category, branch, linked stock signals, budget notes, attachments, comments, prior decisions, and escalation status.
Grouped queues
Separate pending, escalated, returned, high-value, and urgent procurement requests so reviewers act on the right work first.
Review comments
Ask for clarification, capture approval notes, explain rejections, and keep the conversation attached to the request.
Evidence review
Make attachments, quotes, specifications, budget support, and policy proof visible before approval.
Escalation paths
Move sensitive, overdue, over-budget, or high-value requests to the right owner without losing the audit history.
SLA awareness
Show due windows, overdue decisions, follow-up reminders, and bottlenecks before procurement stalls.
Role-aware decisions
Only users with the right responsibility can approve, reject, return, or escalate procurement decisions.
Approval thresholds
Different requests deserve different approval paths.
Routine replenishment should move quickly. Strategic purchases, emergency buying, restricted categories and high-value awards should carry stronger review. Worth being exact about how that difference is expressed here, because it is not what most buyers assume: approving a request is gated by who holds the permission, not by the amount on it — there is no value band that routes a large request to a different approver. What does refuse, by default and on value where relevant, is downstream — a delivery larger than the order is blocked at receiving, a payment that does not match is blocked at the gate, and a stock adjustment above your configured value needs a second person.
| Trigger | Approval behavior |
|---|---|
| Low-risk request | Route to procurement officer or department owner for fast review. |
| Budget threshold crossed | Escalate to finance or budget owner before sourcing or award. |
| Restricted category | Require policy owner review and supporting evidence. |
| Emergency purchase | Allow expedited path while preserving reason, actor, and follow-up review. |
| Overdue decision | Notify owner, escalate manager, and surface in action queue. |
Evidence and escalation
Every decision should explain itself later.
Procurement approvals often become important long after the request is closed. A finance reviewer may ask why a vendor was chosen. A manager may ask why a purchase bypassed a normal path. An auditor may ask who approved a high-value request. AWRA keeps the request, comments, attachments, status changes, and approval timestamps together.
Escalation is treated as part of the work, not a side conversation. When a request is overdue, incomplete, high-risk, or outside policy, the system can surface the right owner and keep the action traceable.
Comments
Questions, clarifications, rejection reasons, and approval notes remain close to the request.
Attachments
Specifications, photos, supplier files, quote evidence, and policy documents support the decision.
Smart Recommendations
Approval teams usually explore these next.
Strong approval intake is only the first checkpoint. These next workflows help buyers turn decisions into RFQs, budgets, alerts, and traceable follow-up.
Related sourcing feature
RFQs & Quotation Comparison
Turn approved requests into structured RFQs, collect comparable vendor responses, and preserve award reasoning before purchase orders begin.
Open recommendation Related finance control
Budget Controls
Connect request values, department budgets, thresholds, exceptions, and finance review before procurement commits spend.
Open recommendation Related AI feature
Procurement Insights
Surface approval pressure, vendor risk, request bottlenecks, and RFQ signals so teams know where decisions are slowing down.
Open recommendationRecommended approval path
From raised need to controlled sourcing action.
01
Capture need
02
Review evidence
03
Apply threshold
04
Convert to sourcing
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System context
Back to Procurement Overview Requests and approvals connect into the wider procurement workflow.
Once approved, a request can move into RFQ creation, quotation comparison, purchase order preparation, budget review, receiving, reports, and exception monitoring. The approval record stays attached so downstream teams understand why the work exists.
Procurement Overview
See how requests feed RFQs, POs, budgets, receiving, and integrations.
Open pageUnified Action Governance
Understand how approvals and overdue tasks can surface in one role-aware queue.
Open pageDocument Vault
See how evidence, attachments, quote packs, and audit files stay connected.
Open pageHelp Center
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