A purchase requisition is one of the key documents in an efficient procurement process for any business. It allows teams to plan purchases and budgets adequately as well as provide proof of spending in case of financial audits.


TABLE OF CONTENTS


Step 1. Set up the "Purchase Requisition" module in the Basic Settings


 Detailed instructions on how to activate the module, you can find here.


Step 2. Give the appropriate roles to the users


More information on how to set roles, you may find in here.


Step 3. Build the Approval Workflow according to your company's needs

  • Open the Configuration page, and go to the Purchase Requisition Approval Workflow tab.
  • Create a workflow that suits your company's needs best by adding the approvers and creating the approving steps:



You can only add users with the Approval role to the workflow process. 


In the Workflow, you can appoint the Approvers rights to Locations, Document Custom Fields, and set Threshold:



Step 4. Establish the perfect working process, managing the PR according to your needs


Once you have completed three previous Steps, you can start creating the purchase requisition documentation and managing the PRs with the help of their statuses. 


The PR document has seven statuses:


  1. Draft: Purchase Request was created but not submitted yet. The initiator is still working on it.
  2. Pending: the document was submitted and is waiting for approval from the authorized user. 
  3. Approved: all responsible users have approved the Purchase Requisition.
  4. Completed: there is a completed Purchase Order/Orders for all requested items, or PR is manually marked as completed.
  5. Rejected: the document or all items were rejected at the PR approval stage or Purchase Order creation stage.
  6. In Revision: a reviser (either the Purchase Requisition's creator or approver) is editing the document, adding or removing items.
  7. Canceled: the creator/approver revoked the whole document after it was approved.


Statuses can be managed accordingly to the user's roles. More information about setting up roles can be found in Step 2 of this article.


Viewer 


Having this role only, the user can perform the following:


  • View all previously created documents.
  • See the Revision History, comments, and items in each requisition.
  • Add Comment to the PR.


Please note that users with this role cannot input changes into the document. The Editing and Revision modes are not available.




Creator 

Having this role only, the user can perform the following:

  • Create a purchase requisition document or repeat the previously created. 
  • Add items, attachments, comments, and view stock balance.
  • Revise on the Pending and Approved steps so that the document would have the In Revision status.
  • Confirm the requisition to move forward to the Pending (if there is a workflow in place) or Approved (if there is no workflow) statuses from the Draft.
  • Manually complete the document changing it from the Approved to the Completed status.
  • Delete on the Draft stage.
  • Cancel requisition on the Pending and Approved steps so the document would acquire Canceled status.



Having document on Revise with Creator role: 


  • Adding new items manually or by using the import option.
  • Editing the existing items in the document, rejecting them, or replacing them.
  • Confirming the changes.


When editing the fields, please consider this article, Field logic behavior after Edit and Revise actions in documents.



Editing document with the Creator role: 


  • Changing the Delivery Date and the Requester.
  • Changing the Document Custom Fields.
  • Leaving a note.
Please note that you can change only those Custom Fields that are available to you in the Workflow. 
If the Custom Field is not required you can edit it because it does not need set permissions in the Workflow.


Approver

 

Having this role, the user can perform the following:

  • Create a purchase requisition document or repeat the previously created.
  • Add items, attachments, comments, and view stock balance.
  • Add new approvers into the Approval Workflow.


Consider that new Approvers can be added by those users who also have access to the Configuration module.


  • Revise on the Pending and Approved steps so the document would have the In Revision status.
  • Confirm the requisition to move forward to the Pending (if there is a workflow in place) or Approved (if there is no workflow) statuses from the Draft.
  • Manually complete the document changing it from the Approved to the Completed status.
  • Edit requisition.
  • Change the Document Custom Field (DCF) In Revise and editing mode.


Please note that if the current Approver tries to redact and save the DCFs not included in their approval list, they wouldn't be able to save such changes. The list of DCF, which the user can approve, is set up in the Workflow.


  • Approve the requisition, changing the document status from Pending to Approved.
  • Reject the requisition so the document would obtain the Rejected status. 
  • Delete on the Draft stage.
  • Cancel requisition on the Pending and Approved steps so the document would acquire Canceled status.


Please note that this role has the most authority over Creator and Viewer.




Having document on Revise with Approver role: 


  • Adding new items manually or by using the import option.
  • Editing the existing items in the document, rejecting them, or replacing them.
  • Confirming the changes.




Editing document with the Approver role: 


  • Changing the Delivery Date and the Requester.
  • Changing the Document Custom Fields.
  • Leaving a note.


Please note that you can change only those required Custom Fields that are available to you in the Workflow. 

If the Custom Field is not required you can edit it because it does not need set permissions in the Workflow.


More information on the Document Custom Fields you can find in Step 3 of this article.