Buy from approved vendors at negotiated prices

Review the current purchases list using your Tallyfy template. Check existing invoices and credit notes from suppliers - it's common to find outdated entries that haven't been cleaned up in months. Verify all entries are accurate before proceeding with new purchasing requests.

Collect all purchase requests from teams. Consolidate similar items to get better pricing - you'd be surprised how often two departments order the same thing separately. Prioritize based on urgency and budget availability, and check existing inventory before adding to the list.

Use preferred vendors when possible - they've got negotiated pricing and payment terms that save real money. If you need a new vendor, don't skip the vendor approval process. Follow it first using the appropriate Tallyfy template.

Request quotes from multiple vendors for large purchases. Compare pricing, delivery times, and terms side by side. Document why you chose a particular vendor - you'll likely need to justify it later during audits, and future-you will thank present-you for the notes.

Create the purchase order with all details and route it to the right approver based on dollar amount. Don't forget to include quotes and justification - incomplete requests will get sent back, which just slows everything down.

Once it's approved, place the order with the selected vendor. Confirm order details and expected delivery date right away - don't wait. Track shipping status and notify requesters when items arrive so they aren't left wondering.