There are of course many valid approaches here, another example I came across some time ago, was that outside of system orders were paid for from the requisitioner’s ‘personal account’, and then deducted from his paycheck. While that most certainly should provide the wanted results it might also be a bit over the top for some.

From a change management perspective approaches that involves some sort of escalation/second/third chance procedure are probably the best bets in the long run. Another angle to consider is that if you ask a procurement service center person who the worst offenders are they answer: management at least 50% of the time from my experience

A customer of mine uses a slightly different approach: Since no payment is issued unless a corresponding order exists in the ERP (“No PO – No Pay”), the requisitioner enters a BANF retroactively to make the invoice valid. However, the system is set up to detect that the date of the BANF is younger than the date of the invoice and the BANF receives a warning note attached to it.

The purchaser who handles the BANF can see instantly that it was bought outside the system and the BANF does only get approved if the line manager of the requisitioner approves it also. This is quite similar to the second strike in the scenario you described.

First time you order without a PO a reminder from finance department is sent, informing about purchasing processes.

Second time without a PO our boss get a copy of the reminder.

Third time the “third strike and your out” message from CEO used.

I think it is an interessting approach // Fredrik