Procurement decisions and comparisons
Sample Purchase Approval vs Courier Expense Approval
Approval to purchase a sample should not automatically authorize any courier charge. Record the sample scope and shipping expense as separate decisions, even if they appear on one quotation. Identify who may book, which payer arrangement is approved and what happens if the proposed shipment changes.
For procurement teams whose product and logistics budgets have different owners.
Separate what is being bought from how it moves
Identify the physical sample or development deliverable in one line and the proposed transport arrangement in another. Link both to the same project so the separation does not create a lost shipment. A product manager may approve the garment while a logistics owner controls the courier account. Ask each owner to confirm their own scope rather than relying on an ambiguous approved reply to a combined message.
Name the booking authority and charge destination
Record who is allowed to request pickup and which account or invoice route is intended to receive the transport charge. Do not assume the delivery recipient is also the payer. If the supplier is asked to advance a shipping expense, request written confirmation of how that expense will be presented for approval. Keep account information within the appropriate controlled channel rather than placing sensitive billing details in a general sample comment log.
Define what reopens the spending decision
Agree how a changed destination, parcel composition or booking option will be handled before the courier is arranged. Do not invent a universal spending tolerance. The buyer should state which changes require a new approval and who can provide it. When a shipment is consolidated with another sample, revisit the allocation record instead of copying the original expense approval. Retain the accepted proposal so later invoice reconciliation has a clear reference.
Reconcile the two decisions after receipt
Match the received sample to the product approval and the transport charge to the approved arrangement. If one line is disputed, identify it without assuming the other decision is invalid. A single supplier invoice can still contain separately controlled scopes. Close the record only after the relevant owners have reviewed their parts. This workflow does not determine legal liability or accounting treatment; it keeps operational permission and evidence from being conflated.
Decision and evidence checklist
| Decision | Include in the brief | Review evidence |
|---|---|---|
| Sample | Deliverable and product approver | Accepted sample scope |
| Courier | Booking authority and payer route | Approved transport proposal |
| Change | Triggers and responsible approver | Updated expense decision |
What this brief does and does not establish
This is an internal approval design, not a statement of tax treatment, payment liability or any supplier shipping policy. Actual terms and buyer spending controls need confirmation.
Tell the inquiry team who approves the sample and who approves transport; request an itemized scope before booking. Open the MyOwnWear RFQ form.
Buyer questions
Must there be separate invoices?
Not necessarily. Separate approval scopes can be tracked on one document if the lines and decision owners are clear.
Does the delivery recipient authorize the expense?
Do not assume so. Confirm the payer arrangement and booking authority with the relevant procurement or logistics owner.
What if the destination changes?
Recheck the shipping proposal and applicable approval rules before booking. The existing sample purchase decision does not automatically cover a changed transport scope.