Approval-Audit
The 60-Second Material Approval Audit
What the process says versus what actually happens.
One visual. One minute.
What the process says
What actually happens
Gate pass raised with material details, value, and supporting documents
Gate pass raised. Documents? "Will attach later."
System routes to correct approver based on material type and value.
Truck is waiting. Guard calls approver directly.
Approver reviews within authority limit. If unavailable, routes to defined delegate.
Approver is in a meeting. Verbal okay over phone.
Approval received with timestamp before material moves.
Material leaves. Timestamp: 10:14 AM.
Material dispatched after approval. Gate pass closed with confirmation.
Approver opens system after lunch. Approves.
Timestamp: 2:47 PM.
Material value exceeds this approver's authority limit. Second-level approval needed. Never obtained.
Documents attached two days later. PO number doesn't match. Nobody checks.
Clean. Sequential. Every step completed before the next begins.
Three compliance gaps. The system shows "Approved."
TRUSTED CLIENTS
Pull any 10 gate passes from last month. For each one
01Was the approval timestamp before the dispatch timestamp?
02Was the approver within their authority limit for that material value?
03Were all required documents attached before approval - not after?
If even one of the 10 fails on any of these three checks, your approval process has gaps your system is not catching.
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Three rules. If all three are enforced by the system - not by memory, not by discipline, but by the system - your approval process is audit-proof. If any one is optional, it will eventually be skipped.