If you are a purchasing manager for an organization, when you were hired you were given authority to buy for that organization. The specifics of what you could buy and the amount you could spend may or may not have been mentioned to you. You may have learned the details on the job. For example, you may learn that the purchase of capital equipment is handled by the general manager.

The fact that you were hired as purchasing manager implies that you have the authority to purchase. In addition, because you were hired as manager, it is implied that you have the authority to delegate some of your authority to buyers that you hire and work for you. However, to protect yourself you should get your authority clarified in writing. Otherwise, you can be accused of exceeding your authority and may be liable for unauthorized purchases you make.

One of the first policies and procedures that you should write, if one does not already exist, is one that defines who by title and organizational level has authority to requisition which products and services and to what value they may do so. Then meet with your company officer to obtain a signed agreement on the policy. If no answer is forthcoming, it may be necessary to follow this up with a letter indicating that you will assume approval has been given unless you hear otherwise by a specific date.

The written policy helps the purchasing manager minimize purchases by unauthorized employees. The policy can be distributed to employees with a cover letter indicating that any employee violating the policy may be responsible for payment of invoices resulting from purchases by unauthorized personnel.