Purchase requisitions

Ask for goods to be bought, get approval, and turn the request into purchase orders.

Overview

A purchase requisition is an internal request to buy goods. Anyone can raise one; an approver decides; an approved requisition becomes purchase orders.

Why use it

Let any team member ask for stock in a controlled way.
Keep buying decisions with the right people.
Trace every purchase order back to who asked for it.

Raising a requisition

Draft

items, warehouse, needed by

Submitted

approvers are told

Approved

or rejected with a note

Converted

one draft PO per supplier

Figure 7.1 The life of a purchase requisition.

A requisition is a request to buy, raised by anyone who can see stock. Open Stock → Warehouse Management → Requisitions or, from Reorder suggestions, choose Raise requisition instead.

1Click New requisition and choose the warehouse, the date the goods are needed by and a reason.
2Add items and quantities.
3Submit it for approval.

Figure 7.2 A new requisition: warehouse, needed-by date, reason and items.

Approval

Figure 7.3 Stock → Warehouse Management → Requisitions.

Approvers are told by notification, and by e-mail and WhatsApp when your company has set them up. A person who holds the approve permission approves or rejects it; the requester can never approve their own requisition. The requester is told of the decision.

Converting to purchase orders

Figure 7.4 A requisition opened, ready to approve or convert.

An approved requisition is converted into draft purchase orders, one per supplier. Each order shows the requester as Procured by and the requisition in its timeline. A requisition that is no longer needed can be closed.