Five kinds of rogue spending, named separately

How it works

Three checks run your own purchasing rules again over saved orders. Two more spot patterns no single document shows: orders raised after the bill, and orders split to stay under the approval limit. Each finding names the rule and control that were bypassed. A rule you never set up shows 'not configured', not 'clean'. Dismissing a finding needs a reason.

Step by step

1. The buying rules are set. Your company sets its purchase rules in Buy: for example, buy from the contracted supplier, stay within the contract price, raise a request first. These same rules warn the buyer when an order is saved.
2. The sweep runs each month, or when you start it. It looks at orders saved in roughly the last 90 days and runs three of the five checks with those same rules: off contract, above contract price, and no request raised.
3. It adds two checks no single document shows. An order raised after the supplier's bill had already arrived, and several orders to one supplier within a few days, each under the approval limit but together over it. The split check needs an approval limit to be set.
4. Each finding names what was bypassed. A finding says what was bought, from whom, for how much, and which rule it went round. The order number opens the purchase order.
5. Someone in purchase or finance works the list. They agree with a finding, or mark it as not rogue spend. Marking it needs a reason; agreeing does not.
6. The report says what it could not check. A rule that was never set up shows as not configured, and a rule that could not be read shows as unavailable. Neither is shown as clean.

What you see on screen

The register is the Spend control screen in Buy.

Who uses it