Staff purchase operations
Every campaign, from application to final deduction
Publish approved items to eligible employees, check affordability against your own policy, get payroll to accept the instruction, allocate what exists and reconcile what was actually deducted.
Applications
Employees apply for themselves
An employee signs in, sees the items their organisation has approved, and sees the instalment before the item — not after.
The figures come first
Price, instalment, number of months and total owed are on screen before the apply button. Nobody agrees to a deduction they have not seen.
Consent is a record, not a checkbox
What the employee agreed to — the amount, the schedule and the policy version — is stored with the request, and the request cannot be submitted without it.
A warning, not a wall
An employee whose affordability check fails is warned plainly and may still submit. A person decides, and the reasons are already recorded for them.
Eligibility and capacity are different answers
Being new is not the same as being unable to afford it, and telling somebody “declined” when the truth is “this campaign is for confirmed staff” is unhelpful and unfair.
Cash as well as instalments
Not every purchase needs a deduction. A campaign that only supports instalments excludes the employees who would rather simply pay.
Nothing an employee can edit
Salary, capacity and policy are read-only to the person they describe. An employee sees their own record and no part of anybody else’s.
Decisions
Four decisions, four different people
Approval, payroll acceptance, allocation and handover are four separate acts by four separate people. None of them is called simply “approved”.
Separation of duties, enforced
- No employee editing their own salary or purchase capacity
- No distribution officer creating the allocation they will hand over
- No campaign manager confirming their own delivery
- The reviewer who recommends a supplier cannot approve their own recommendation
- An override references what it overrode and carries a mandatory reason
Approval is not capacity, and capacity is not stock
An approved request holds affordability capacity so two applications cannot spend the same headroom. It does not hold an item — that comes from allocation, and allocation refuses to promise more than the supplier committed to provide.
Approval also does not commit payroll. Until payroll accepts the deduction instruction, the request waits. Payroll is the final authority on what comes out of a payslip.
Money
An obligation, not a loan
A staff purchase creates an obligation to pay for an item that was supplied. The platform lends nothing, holds no stock and moves no money.
Balances are derived
What is owed is calculated from posted entries every time it is displayed. There is no balance column for anybody to adjust.
An expectation is not a payment
Instructing a deduction moves nothing. Only a confirmed actual deduction reduces the balance, and the gap between the two is the thing worth seeing.
Corrections, never overwrites
A mistake is reversed by a compensating entry that preserves what it negates. No financial event is silently changed.
Employees do not pay to use the platform. The organisation is charged, never the workforce.