SCM Compliance and Irregular Expenditure Agent
The SCM Compliance and Irregular Expenditure Agent tests procurement files against the SCM regulations, Treasury instructions, the PPPFA and your delegations of authority. It identifies possible irregular, fruitless and wasteful expenditure early and drafts the register entries and condonation packs your accounting officer needs, so AGSA findings do not come as a surprise.
Ideal forSupply chain management teams
The difference
From 6-8 hours per procurement file to 1-1.5 hours
Your SCM and internal audit teams can test every material file during the year instead of sampling after the fact.
Done by hand
6-8 hours per procurement file
With the Vanine agent
1-1.5 hours
Time returned to your team
80%
Indicative figures. We measure your own baseline in the first fortnight so the numbers you see are yours.
Fewer findings at audit
Irregular expenditure is one of the most persistent AGSA findings across government. Testing every file during the year gives you time to fix issues before the audit.
A complete, defensible register
Registers built from incomplete information draw further findings. Each entry is linked to the file, the rule breached and the evidence.
Ready for the Public Procurement Act
As the Public Procurement Act 28 of 2024 is implemented, the agent's rule set is updated so your testing keeps pace with the new regime.
Capabilities
Find irregular expenditure in your files before the Auditor-General does.
Built for CFOs, SCM managers, internal audit, accounting officers and audit committees in national and provincial departments, public entities, SOEs and municipalities under the PFMA and MFMA.
Procurement file testing
Checks each file for the right procurement method, approvals, committee minutes, advertisement on the eTender Publication Portal where required, and a complete audit trail.
Supplier eligibility checks
Confirms CSD registration, a valid SARS Tax Compliance Status, SBD 4 declarations of interest and checks against the restricted suppliers list and register of tender defaulters.
Preference point recalculation
Recalculates 80/20 or 90/10 preference points and evaluation scores to confirm the award followed the PPPFA and the bid documents.
Delegation compliance
Tests approvals and awards against your delegations of authority and the thresholds in your SCM policy.
Register entries
Drafts irregular and fruitless and wasteful expenditure register entries with the amount, the rule breached and the supporting evidence.
Condonation packs
Assembles the facts, determination test outcome, loss analysis and consequence management record into a condonation submission in the required format.
How it works
From your systems to a result you sign off
The CFO and accounting officer determine whether expenditure is irregular, and condonation is decided by the relevant authority. The agent prepares the evidence; people make the determination.
Connect the places your procurement files already live.
Procurement files, committee minutes and payments from your SharePoint repository and financial system, plus CSD and tax compliance reports. Already use something else? We connect that too.
- OpenAI Frontier
- Your own AI platform or models
- Microsoft 365 (Teams, SharePoint, Outlook, Excel)
- Copilot Studio
- SAP, Oracle and financial systems used by departments and municipalities
- Central Supplier Database (CSD) reports
- SCM file repositories in SharePoint
Runs as a scheduled review across the year and on request in Teams or OpenAI Frontier, using the models your organisation approves, including locally hosted models.
A file testing report, draft register entries and condonation packs in Excel and Word.
Step by step
- 01
A testing cycle starts on schedule or a file is submitted for review.
- 02
The agent reads the file and related payments and supplier records.
- 03
It tests the file against SCM regulations, Treasury instructions and delegations.
- 04
It drafts findings, register entries and condonation packs where needed.
- 05
SCM, internal audit and the CFO review the findings.
- 06
The accounting officer makes the determination and approves the register.
Deployment
Runs inside the tools your team already uses
The same agent and the same cited output, delivered three ways: through the AI assistant you have rolled out, on a model you host yourself, or inside your own software.
In the frontier assistant you already pay for
We publish the agent as an MCP server. Add it as a connector and your team calls it from the chat they use every day, with no new tool to learn.
"Test the Q4 procurement files"
- institution
- Provincial department
- framework
- PFMA
On a model you host yourself
Run the agent on open-weight models in your data centre or private cloud. Your procurement files never leave your network, which keeps POPIA and data residency straightforward.
- Llama
- Mistral
- Ollama
- or any OpenAI-compatible endpoint
Inside your own software
Trigger a run from your own workflows, and push the finished output into your ERP, GRC or reporting systems. We build the integration with your team.
- REST API
- Webhooks
- Batch jobs
- Embeddable review panel
Governed the same way, every route
Whichever way your team reaches the agent, identity, permissions and audit stay with your existing controls.
- Single sign-on through Entra ID, Okta or Google Workspace
- Reads only the documents each user is already allowed to open
- Every tool call written to an audit log you can export
How we deliver it
One agent, three ways to hold it
Start where your team already works, then take it as far into your systems as the value justifies.
DATA SECURITY & PRIVACY
Your procurement files stay yours.
The agent runs inside your tenancy, reads only what each task needs, and never trains on your procurement files. Every step is logged so your auditors can see exactly what it touched.
Built for regulated work.
+YOUR PROCUREMENT FILES NEVER LEAVE YOUR ENVIRONMENT
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Each one is built on the same foundation: your documents, your rules, and your people signing off.
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