Requisition

Once you open the Requisition under Purchase, a list of requisitions will be displayed on the screen.

Create Requisition

To create a requisition, proceed with the following steps:

1. Navigate to Purchase / Requisition.

2. Click the “Create" button (Top right corner)

3. Insert the following information in the fields below:

   Requisition Info

   • Suggested Supplier (Required: Select a supplier from whom you prefer to purchase the requested items)
   • Department (Required: Select the department for which this requisition is being created.)
     • The departments listed are based on your user's access permissions.
   • Priority (Optional: Indicate the urgency level of this requisition. e.g., Low, Normal, High, Urgent)
   • Date (Required: This field represents the date of the requisition, and is set by default as the current date)
     • Requisitions can not be created in a date within the "Locking period"
   • Due Date (Optional: Specify the date by which the requested items or services are needed)
   • Project (Optional: Select the project associated with this requisition)
   • Description (Optional: Provide a concise description for the requisition)
   • Notes (Optional: Add any additional comments)
   • Attachments (Optional: Upload any supporting documents)

   Items Table

   To add an item to this requisition, proceed with the following steps:

   • Click the “Add Entry" button located at the top right of the table.

   • Insert the following information in the fields below:

     If Inventory is enabled, proceed with the following steps:

     • Item (Required: Select the item(s) that you need to acquire for requisition)
     • Reason for Restock (Optional: Briefly explain the reason for restock)
     • Selling Unit (Select the selling unit of this item)
       • If the item has no pre-defined package, “piece” will be selected as the default selling unit
       • If item has a pre-defined package, you will have the choice to select the type of selling unit
     • Package (Only applicable if item has a package defined, and selling unit is selected as “package”)
     • Unit of Measure (Select the unit of measure for quantity being requested)
     • Quantity (Required: Input the specific quantity of the item being requested)
     • Estimated Cost (Optional: Enter an estimated unit cost for the item)

     If Inventory is disabled, proceed with the following steps:

     • Item (Required: Enter manually the item(s) that you need to acquire for requisition)
       • No item dropdown menu available, items should be entered manually
     • Reason for Restock (Optional: Briefly explain the reason for restock)
     • Selling Unit (Set by default as "piece")
     • Quantity (Required: Enter the specific quantity of the item being requested)
     • Estimated Cost (Optional: Enter an estimated unit cost for the item)

   • Actions:

     • Delete Item Entry (Click on the “Delete” icon to delete the item entry, located at the right end of the row)
     • Reset all entries (Click on the “Reset” Icon to remove all entries, located next to the “Add Item” button)

4. Click “Save” or “Save to Draft” once all information is entered.

Edit Requisition

To edit an existing requisition, proceed with the following steps:

1. Navigate to Purchase / Requisition.

2. Right-click on the desired draft requisition and select the “Edit” button (Top right corner)

   • If requisition is not in "Draft" status, refer to Reset Requisition to Draft section for instructions.

3. Once in edit mode, you can adjust the information of this requisition.

   • For detailed explanation of fields, please refer to Requisition Info.

     • General Information (Suggested supplier, Department, Priority, Date, Description...)
     • Item Table (Item, Reason for Restock, Selling Unit, Package, Unit of Measure, Quantity...)

     Note!

     Requisitions cannot be edited if their date is within the locking period.

• Actions:
  • Delete Item Entry (Click on the “Delete” icon to delete the item entry, located at the right end of the row)
  • Reset all entries (Click on the “Reset” Icon to remove all entries, located next to the “Add Item” button)

4. Click “Save” or “Save to Draft” once all information is entered.

Reset Requisition to Draft

• This action reverts the requisition to an editable “Draft” status.

To reset a requisition to draft, proceed with the following steps:

1. Navigate to Purchase / Requisition.
2. Click on the desired requisition to view.
3. Click the “Reset to Draft” button. (Top right corner)
4. A confirmation pop-up will appear to ensure this action is intentional.
   Click “Confirm” to continue.

View Requisition

To view a requisition, proceed with the following steps:

1. Navigate to Purchase / Requisition.

2. Choose one of the following methods to view the desired requisition:

   • Click on the desired requisition in the list to view.
   • Right-click on the desired requisition, then click “View” from the context menu.

   Upon performing either of these actions, the detailed information for the selected requisition will be displayed on your screen.

Cancel Requisition

To cancel a requisition, proceed with the following steps:

1. Navigate to Purchase / Requisition.

2. Click on the desired requisition to view.

3. Click the “Cancel” button (Top right corner)

4. A confirmation pop-up will appear to ensure this action is intentional.
   Click “Confirm” to continue.

   Warning!

   This action will permanently mark this requisition as “Canceled”, preventing any further modifications.

Delete Requisition

To delete a requisition, proceed with the following steps:

1. Navigate to Purchase / Requisition.

2. Right-click on the desired requisition and select “Delete”.

3. Upon selecting delete, a confirmation pop-up will appear to ensure the action is intentional.
   Click “Confirm” to continue.

   Warning!

   Executing this action will permanently remove the requisition!

Convert Requisition

• This action streamlines the procurement process by converting a submitted requisition directly into a Request for Quotation (RFQ).

  Note!

  Action is only available once the requisition has been submitted and approved.

To convert a Requisition into a Request for Quotation (RFQ), proceed with the following steps:

1. Navigate to Purchase / Requisition.

2. Click on the desired requisition to open its detailed view.

3. Click the “Convert” button (Top right corner, next to “Reset to Draft” button)

   Upon executing this action, the system will automatically direct you to the “Create Request for Quotation” page.

   Note!

   The new RFQ Create page will be automatically filled with all relevant data from your original requisition.

To access detailed instructions on common system actions, please refer to the following resource: Common Actions