Admin Guide
Role: Governance, Financial Authority & System Owner
1. Role Overview
As an Admin, you are responsible for:
- Controlling procurement approvals
- Authorizing financial commitments
- Validating invoices
- Approving payments
- Maintaining system governance
You act as the final control point between operational execution and financial liability.
2. Material Request (MR) Approval
When a Site Engineer submits an MR:
Your Responsibilities:
- Review product details: Product names, quantities, site allocation, justification notes (if any).
- Validate: Whether quantities are reasonable, whether request aligns with project needs, whether similar materials are already in stock.
- Take action: Approve → MR moves to Procurement; Reject → Returned to Site Engineer with comments.
Objective: Prevent unnecessary procurement and maintain cost control.
3. Purchase Order (PO) Approval
After Procurement selects vendors and creates PO:
Review:
- Selected vendor
- Price comparison outcome
- Final negotiated price
- Total PO value
- Payment terms
- Delivery terms
Validate:
- Is vendor selection justified?
- Is pricing competitive?
- Is total PO value acceptable?
Action: Approve → PO becomes active; Reject → Sent back to Procurement for correction.
Objective: Ensure proper vendor selection and financial discipline.
4. Invoice Approval
Once delivery is completed and invoice is uploaded:
Verify:
- Invoice matches PO value
- Delivered quantity matches GRN
- No pricing discrepancy
- Tax details are correct
Action: Approve → Sent to Accounts; Reject → Sent back to Procurement.
Objective: Prevent overbilling and financial discrepancies.
5. Payment Approval
When Accounts requests payment approval:
Review:
- Invoice amount
- Due date
- Vendor ledger balance
- Bank liquidity
- Payment history
Action: Approve payment, or reject/delay if necessary.
Objective: Maintain cash flow control and financial oversight.
6. Governance & Oversight
As Admin, you also:
- Invite and manage users
- Assign roles
- Add vendor contacts
- Monitor payment due dashboard
- Review audit logs
- Maintain compliance integrity
You are the highest approval authority in the procurement-to-payment cycle.