Custom Procure-to-Pay with complex approval matrices built-in

Many organisations set out their delegation of authority in a policy document. Fewer have it built into the system where purchases are actually committed.

This walkthrough follows one purchase request through a Procure-to-Pay platform we built for a group operating in 32 countries. The request is raised against a budget line and a cost centre. The approval chain is then derived automatically from five dimensions read together: requester, scope of purchase, amount, country and cost centre. Group finance is only involved when the value sits above the delegated threshold.

Approvers can act from a desktop or a mobile device, and the audit trail is written at the point of decision rather than assembled afterwards. Budget consumption by cost centre is visible throughout the financial year.

The platform was delivered on Nintex K2 Five and integrated with SAP, covering supplier management, budget control, purchase requisitions and goods receipt for around 2,500 users and more than 130,000 transactions a year.

We build these platforms to fit the way a business already governs itself, whether the process is Procure-to-Pay or any other where approval authority, thresholds and evidence have to hold across multiple countries.

Screens and reference data shown are illustrative.