Requisitions and Approval

Version: As of version 16.03

Purpose

Purchase Order Requisitions are used to notify the purchasing department of items it needs to order, their quantity, and the time frame for receipt of materials or services. The Requisition process allows companies to help manage requests for purchases and have them flow through an approval process. Once created, requisitions can be routed to the purchasing department for approval and purchase order creation. In DEACOM, users may be limited to creating only Requisitions. Once created, the appropriate purchasing personnel may be notified that requisitions are awaiting approval via the use of Previews and Work Flow Reporting.

Security and Configuration

Security / Permissions

The following are required for this process. Note: Additional security may be required. See your system administrator for security access.

  • Purchasing menu
  • Purchase orders – edit requisition

Configuration

All setup requirements are the same as detailed in the Entering Purchase Orders page. In addition, if using Work Flows, they should be created and users must have the proper security assigned. More details can be found on the Configuring Work Flows page.

Configuring defaults and Restrictions

What System defaults need to be configured?

Default Order Type - The "Default Order Type" in Purchasing Options should be set to "Requisition" so that any new Purchase Order entered follows the appropriate process and conforms to the necessary Work Flows, if being used.

Public vs. Private Purchase Orders - A Purchase Order or Requisition may be marked as Public or Private via the selection box in the "PO Type" field located on the General tab of the Purchase Order Entry form. Only users with access to the security setting "Purchase orders -- view private" will be able to view and create Private orders. The option to mark orders as private is useful in situations where certain orders, such as those dealing with monthly rent or equity payments, should only be viewed by accounting personnel.

How can Purchase Requisition creation and approval be restricted?

Using Work Flows - DEACOM's Work Flow Reporting feature allows users to formalize approval processes and require specific steps to be completed before a transaction or a master data record can be completed. Work flows give structure and visibility to tasks that are completed at different times and throughout departments within a company. A default Purchase Order Work Flow Type may be assigned via the "Default" box on the Edit Work Flow form accessed via the link referenced above.

  • Note: The security setting "Purchase Orders -- Change Work Flow Type" controls a user's ability to change the default Work Flow Type on the Purchase Order.

Configuring User security - Proper security should be provided to the User who will create the Requisition and separate access should be provided to the User who will approve the Requisition.

Allowing Non-Incremental Quantities - A Purchase Order may include a Part Number that requires an incremental quantity. If the user wants to put in a non-incremental quantity for this Part Number, the security option "Purchasing -- allow non-incremental quantities" must be set to Yes.

Defining other Restrictions - User restrictions limit users' access to records and functions within DEACOM. Users may be restricted to a specific Facility or to entering and viewing Purchase Orders or Requisitions for one particular Vendor. In addition, a user may be restricted to seeing only Requisitions and Purchase Orders they have created when running Purchasing reports. This option is controlled by the "Restrict PO reports to entered by this user" checkbox at the bottom of the Restrictions form. More information can be found in Managing Users and User Security.

Related Processes

Procedure

Creating a Requisition

The user with access to only create Purchase Order Requisitions should log into the system and complete the following:

  1. Navigate to Purchasing > Order Entry.
  2. Notice the "Order Type" field will be set to "Requisition" and the user will not be able to select another Order Type.
  3. Enter the appropriate Vendor information and then click the "Add" button to enter the appropriate items on the Requisition. Save and exit.
  4. Click the Work Flow tab. Notice the default Work Flow (if created previously) is displayed.
    1. If a Work Flow Sequence should be completed, select the Sequence, click "Modify" to open the Edit Work Flow Sequence form, click "Complete" to populate the "Completed", "Time", and "Completed By" fields, then save and exit the Edit Work Flow Sequence form.
    2. If a Sequence not part of the assigned Work Flow should be assigned (or if there is no Work Flow assigned but a Sequence should be added), click "Add Task" to open the Edit Work Flow Sequence form, enter a name, then save and exit the Edit Work Flow Sequence form.
  5. Complete any additional Work Flow Sequences by repeating step 5.
  6. Click the "Save" button on the Purchase Order Entry form, record the PO number, and click the "Exit" button.

Approving a Requisition

The user with access to change order types should log into the system and complete the following:

  1. Navigate to Purchasing > Order Reporting, select "Requisition" from the "View" pick list, then click "View".
  2. Locate the Requisition that was created previously, select it, and click the "Modify" button.
  3. Once the Requisition is displayed, click the Work Flow tab and approve the necessary Sequences by selecting the Sequence, click "Modify" to open the Edit Work Flow Sequence form, click "Complete" to populate the "Completed", "Time", and "Completed By" fields, then save and exit the Edit Work Flow Sequence form.
  4. Repeat step 3 for all Sequences that should be completed.
  5. Click the "Save" and "Exit" buttons to complete the approval process.

Additional Information

Links