Direct Purchase Procedure - Approved July 2024

Approving the invoice for payment, given that all required criteria and documentation are met; reserves the right to request further clarifications or reject if necessary. Executing the payment to the Supplier following approval, adhering to the organization's financial policies. Notifying the Supplier / Consultant via email that the transaction has been completed. Ensuring all documentation related to the purchase and payment, including the Direct Purchase Form, invoice, delivery validation, and payment records, is accurately filed for audit purposes.

Payment Approval

Finance Directorate

Processing of Payment Supplier Payment Notification Documentation and Record Filing

Finance Directorate

Requestor/ Finance Directorate

Requestor/ Finance Directorate

Direct Purchase Request (DPR) Quotations/Offers/Proposal

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Reference & Related Documents

 Direct Purchase Form (DPF) for Competitive Sourcing

Negotiations Outcomes

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Agreement

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 Receipt Notification Cancellation of Direct Purchase Request Owner: Staff Members Guidelines 

This Procedure Manual should be read alongside the following documents: o DoA o Direct Purchase Request

 Generally, the requester shall take utmost care in avoiding situations of Direct Purchase Requests (DPRs) cancellation whenever possible. Nevertheless, should the cancellation of a DPR become necessary, it must receive formal approval from the designated authority as outlined in the DoA.  Cancellation of a DPR is permissible solely in circumstances where the goods or services are determined to be no longer required.  Any cancellation must be supported by a compelling justification.  A DPR cannot be cancelled if the goods or services have already been received.

IT systems used within the process

Oracle ERP

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