Non project booked Cost transfer into project

Dear Experts,

We had to issue some POs without a project number to meet some deadlines, as the concerned capital project is not yet approved in system (due to some technical reason).

Later once PO is approved, closed, we want to transfer this PO cost into concerned project after its status changed to is 'approved' in system.

So, its like transferring some cost booked under some expense cost center (non-project PO)  combination to concerned Capex project cost.

For this transfer we are perform below two activities as of now:

1) Prepare a cost transfer form/pdf and get it signed by respected heads (depends on amount approvers list will increase to higher level people) ---> all this is manual right now.