Purchase approvals

A simple internal app where staff submit purchase requests and the finance lead reviews them. Each request starts as pending, is approved or rejected by finance, and approved requests are then tracked as ordered and finally received. Staff see only their own requests, while finance sees every request.

• Purchase requests
• Approve or reject
• Ordered and received tracking
• Staff see their own requests

Admin

Manages user accounts and has full access to all purchase requests.Add and edit purchase requests. Delete purchase requests.

Finance

The finance lead. Sees every purchase request, approves or rejects pending ones, and marks approved requests as ordered and then received.Add and edit purchase requests.

Staff

Any staff member. Can submit purchase requests and see the status of their own requests only.Add and edit purchase requests.

• New request submitted

  When a Purchase Request is created (status set to pending automatically)

• Approve or reject request

  When a finance user changes a pending Purchase Request to approved or rejected

• Track ordering and receipt

  When a finance user changes the status of an approved or ordered Purchase Request

Every scenario below is turned into an automated test. The app has to pass all of them, in a clean environment, before anyone signs in. Your changes get the same treatment.

• Staff

  Given staff user jane@example.com is signed in, when she creates a Purchase Request with Item Description 'Ergonomic chair', Vendor 'Office Supplies Ltd', Quantity 2, Estimated Total Cost 450.00, a Justification and a Needed By date, then the Purchase Request appears in her list with Status 'pending'.

• Staff

  Given a Purchase Request was submitted by staff user sam@example.com, when staff user jane@example.com opens the Purchase Request list, then sam's request is not shown and opening its URL directly shows an access denied or not found page.

• Staff

  Given staff user jane@example.com has a pending Purchase Request, when she views or edits the request, then she cannot change the Status to approved, and no approve or reject action is available to her.

• Finance

  Given purchase Requests from two different staff users exist, when finance user finance@example.com opens the Purchase Request list, then requests from both staff users are listed.

This is the description the plan above was written from. Change it to match how your business works — or describe something else entirely.

“Purchase requests for our organisation. Anyone on staff can submit a purchase request: item description, vendor, quantity, estimated total cost, justification and needed-by date. Requests start as pending; the finance lead approves or rejects them, and approved requests can be marked ordered and then received. Staff see their own requests; finance sees all of them.”

• Invoices & clientsTrack invoices from draft to paid, and see what's overdue at a glance.
• Sales CRMCompanies, contacts and a deal pipeline your team actually updates.
• Inventory & suppliersKnow what's in stock, what's running low and who to reorder from.
• Room & resource bookingBook meeting rooms without double-bookings or spreadsheets.