Create beginner Works with: Any AI

Procurement Policy for Purchases Under a Threshold

Table output Has example

Standardise buying decisions and approvals.

The Open buttons send the prompt text as currently shown below to that site only when you click. Fill in the placeholders first.

[VERIFY] is an editorial flag, not a blank to fill. Wherever the prompt shows [VERIFY], check that item against a reliable source before you use it.

Draft a purchasing policy. Organisation: [ORGANISATION]. Spend bands: [SPEND_BANDS]. Approvers: [APPROVERS]. Common purchases: [COMMON_PURCHASES].

For each spend band define how many quotes are needed, who approves, whether a purchase order is required and who records it. Add rules on splitting orders, urgent purchases, conflicts of interest, recurring subscriptions and supplier changes.

Return the policy in plain language with a table of bands and approvals, two worked examples with invented amounts, and a one-page flow for requesters. Mark tax and public procurement requirements for professional review [VERIFY] for [JURISDICTION] where they apply.

Add a short template for a purchase request with fields for item, reason, cost, budget code, quotes attached and approver. Provide guidance on keeping a register of contracts with renewal dates so subscriptions do not renew unnoticed, and a quarterly review of recurring spend. Include a worked example of three quotes of 450, 520 and 480 and how the choice and reason are recorded.

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Replace each bracketed placeholder with your own details, then paste into Any AI or another assistant.

Invented bands: under 500, one quote and manager approval; 500 to 5,000, three quotes and director approval; over 5,000, committee approval and purchase order.
Example 1: laptops, three quotes of 1,100, 1,250 and 1,180. Lowest 1,100 falls in the middle band, so three quotes and director approval are needed. Chosen supplier recorded with reason.
Example 2: two orders of 300 and 280 to the same supplier on one day for the same item. Combined 580 enters the middle band; splitting the order to avoid the rule is not permitted.

• policy