Construct-AI-primary Procurement Budget Validation
Overview
Validate procurement orders against budget allocations before approval, track committed spending, enforce 3-way match (PO-GRN-Invoice), and implement budget gates. Ensures no order exceeds available budget without proper escalation.
Announce at start: "I'm using the procurement-budget-validation skill to validate order budgets and enforce cost controls."
When to Use This Skill
Trigger Conditions:
- Before order submission for approval
- During order value calculation
- When budget availability is uncertain
- Before invoice processing
- When cost variance detected
Prerequisites:
- Budget data accessible via API or database
- Cost center/WBS element defined for order
- Committed cost tracking active
Step-by-Step Procedure
1. Budget Availability Check
Before processing any order:
Available Budget = Approved Budget Line Item
- Already Committed (POs issued)
- Already Spent (Invoices paid)
- Encumbrances (Pending approvals)
Order Allowed = Order Value <= Available Budget
2. Pre-PO Budget Gate
| Check | Pass Condition | Fail Action |
|---|---|---|
| Budget line exists | Cost center/WBS valid and active | Require budget code assignment |
| Available funds ≥ order value | (Budget - committed) ≥ order | Escalate to finance manager |
| Currency match | PO currency = budget currency | Apply exchange rate with date flag |
| Variance ≤ tolerance | Unit price variance < 15% from budget rate | Flag for buyer review |
3. Pre-Payment 3-Way Match
Before processing any invoice:
| Document | Data Verified | Match Condition |
|---|---|---|
| Purchase Order | Quantity, unit price, terms | Base of comparison |
| Goods Receipt Note (GRN) | Quantity received, date | GRN quantity ≤ PO quantity |
| Invoice | Amount, quantity, reference | Invoice amount = PO price × received quantity |
Tolerance: 100% match required for same-day processing; variances up to invoice tolerance (%) escalate to finance.