Approved Vendor & Purchasing List Management Workflow

A structured Tallyfy template for managing vendor approvals and purchasing lists. Estimated time: 1-2 hours for updates. Difficulty: Beginner. Team size: 1-2 procurement staff. Target audience: Procurement, Operations, and Finance teams. Use this workflow to maintain approved vendor lists, compare quotes, and track purchase orders from request through delivery.

6 steps

Manufacturing purchasing

Import this template free

Process steps

Review current purchases list

1 day from previous step

task

Review the current purchases list using your Tallyfy template. Check existing invoices and credit notes from suppliers. Verify all entries are accurate before proceeding with new purchasing requests.

Identify what needs purchasing

2 day from previous step

task

Collect all purchase requests from teams. Consolidate similar items to get better pricing. Prioritize based on urgency and budget availability. Check existing inventory before adding to the list.

Check approved vendors

3 day from previous step

task

Use preferred vendors when possible - they have negotiated pricing and payment terms. If you need a new vendor, follow the vendor approval process first using the appropriate Tallyfy template.

Get quotes and compare

5 day from previous step

task

Request quotes from multiple vendors for large purchases. Compare pricing, delivery times, and terms. Document why you chose a particular vendor - you may need to justify it later for auditing purposes.

Submit for approval

6 day from previous step

task

Create the purchase order with all details. Route to the appropriate approver based on dollar amount. Include quotes and justification. Incomplete requests will be returned for additional information.

Place order and track delivery

8 day from previous step

task

Once approved, place the order with the selected vendor. Confirm order details and expected delivery date. Track shipping status and notify requesters when items arrive.