Direct Purchase Procedure - Approved July 2024

Budget Holder/Department Head

Approve Direct Purchase Requests, overseeing budget compliance.

3

Submit a duly filled and authorized Direct Purchase Form (DPF) as per the DoA for Competitive Sourcing.

Requestor

4

Conduct negotiations to secure better value and favorable terms.

Requestor

5

Uphold transparency and diversity in supplier selection, preferring local suppliers with Riyada Certification. Ensure single sourcing requests are substantiated for compliance and transparency, aligning with the approved Direct Purchase Procedures. Formally notify the selected Supplier or consultant of their selection and confirm acceptance of their Offer.

Requestor

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Requestor

7

Requestor/ Finance Directorate

8

Reference & Related Documents

Direct Purchase Request (DPR) Quotations/Offers/Proposal

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 Direct Purchase Form (DPF) for Competitive Sourcing

Agreement

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Receipt Notification

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Invoicing and Payment Workflow Owner: Staff Members

To ensure efficient, accurate, and compliant management of financial transactions related to Direct Purchase Requests. This includes proper invoice processing, adherence to budgetary constraints, financial verification, and timely payments, all while maintaining transparency and good supplier relationships.

Objective

Requestor



Personnel involved

Line Manager

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Finance Directorate

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IT systems used within the process

Oracle ERP

Steps

Procedure

Responsibility

Receiving the invoice from the Supplier / Consultant and verifying its accuracy by comparing it against the order and any relevant delivery documentation. Entering the invoice details into the Oracle ERP system and linking them to the Direct Purchase Requisition number to verify alignment with the original order and agreement, while attaching all supporting documents. This includes, but is not limited to, the Direct Purchase Form (DPF), quotations, invoices and receipt notifications. Validating the delivery of goods or services against the Direct Purchase Procedures standards and specifications and agreements. Conducting an in-depth review of the invoice to ensure it aligns with the provided quotations, the contractual agreement (if applicable), and tax requirements.

Invoice Receipt and Accuracy Check Invoice System Entry and Requisition Linking Goods/Services Delivery Verification

Requestor

Requestor

Line Manager

Financial Invoice Review

Finance Directorate

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