Requisition Management
Requisition Management facilitates the interaction between the SCM/procurement unit and the End User Department.
Procurement Requisitioning
Key Features
Procurement Requisitioning
The inception of any procurement process begins with an end user (from an SCM perspective) identifying the need for a good or service. This process includes the identification, creation and approval of a requisition.
Requisitioner Management
The system also allows for multiple cost centres to be allocated per requisitioner.
Requisition Creation and Consolidation
This process is initiated by the creation of a requisition by a requisitioner in the end user department. This includes the capturing of the Requisition Details, Items and Specifications
If there are similar requisitions from other users where the consolidated requests could possibly be purchased from the same supplier (commodity/service groups), then the requisitioner will consolidate the items/quantities into one requisition. Once satisfied, the requisition can submit the requisition for release.
Requisition Release and Procurement
The release of the requisition requires two key decision making criteria, namely:-
- Verifying the authenticity of the need
- Ensuring the availability of the funds
If the line manager is satisfied of these criteria, they can release the requisition to SCM, who in turn will convert the requisition into an acquisition and the associated SCM process for award.
Final Release
At completion of the acquisition process, the line manager will need to perform a final release for confirmation of the budget implication of the requisition. For requisitions where there is insufficient budget, the line manager can notify finance or cancel the requisition. Alternatively, if the line manager has the delegated authority in terms of the threshold value, they would be able to perform the final release for creation of the Purchase Order in the relevant financial/ERP system. Should the line manager not have the delegated value, a second approver with the relevant delegated authority in terms of the threshold value would need to provide an approval of the final release.
Workflow Management and Monitoring
The workflow is setup and informs the relevant line manager for the cost centre of the requisition to release the requisition. The requisitioning module also allows for the original requisitioner to be kept informed of their requisition throughout the entire process.
Invoice Approval
Invoice Routing
Invoices submitted by Suppliers through the Supplier Portal are routed to end users that requisitioned the purchase
Invoice Approval
The end users and line managers approve the Invoice (based on delegations of authority) before the invoice is submitted to Accounts Payable for payment processing.