Purchase Request
Navigate to Finance within the project you want to create a purchase request for
Select Create Purchase Request
Select the Cost(s) for the purchase request then click add at the bottom
This will now lead to the purchase request where the creator will be the Requisitioner
The Requisitioner will now populate the fields, the Budget holder and Buyer are further approvers that the Requisitioner will have to assign.
Once most fields are completed you will need to select the Procurement Mode (each of which change the process going forward slightly)
You can also add notes for the other users/approvers who have access
There will also be an audit trail underneath the notes
Single Source
Within the admin console the admin user will need to enter the single source limit which will affect when single source can be selected
By default Single Source will be the selected Procurement type
Select Submit for approval once all details are filled, you can also Save Draft at any point
The Budget Holder will now get an email to inform them that they are requested for approval, If they click the link they will be taken to the Purchase request page to review
Select supplier from the drop down
Select Approve or Reject
The Requisitioner can also Recall the purchase request to make further revisions
After the Budget holder has approved, the Buyer will be sent an email requesting to issue the PO. Once done the PR will become a PO
Single Source Justification (SSJ)
Select SSJ
Select Create SSJ Form
Enter the SSJ Form and then select the SSJ Approver
The SSJ Approver(s) will be created within the admin console by the admin user
Once all details have been filled the Requisitioner can either Save Draft (which will save the form and take you back to the Purchase request page to approve) or Select Submit SSJ Form (which will submit and request for approval from the Budget holder)
The Budget holder will get an email requesting for approval and the SSJ Approval will be added to the Purchase Request
Select the Supplier then the Budget holder can approve
Once the Budget Holder approves the Request the SSJ Approver will be notified for approval
Select review SSJ Form
Choose to either Reject or Approve
After the SSJ has been approved the Buyer will be sent an email requesting to issue the PO. Once done the PR will become a PO
Competitive Tender (RFQ)
Select RFQ and submit for approval
The budget holder can review then Reject or Approve
For RFQ you will not need to select a supplier until the Purchase Order has been Issued
The buyer will get an email and can now Issue the PO
Purchase Order
The Buyer can now enter further details for the PO
Select Type and choose from the options
The Type options are created within the admin console Public Notes
Select add line item to create your cost line items
Enter the cost details
Select the External Commitment approver
This approver is created within the admin console DOA with the External Commitment type
Select the Supplier and Delivery address
This is when the Competitive tender (RFQ) will need to select the supplier
Once all details are complete the Buyer can submit for approval
The Buyer can recall PO at any time to make revisions
The External Commitment DOA group users will get an email for requesting approval where they can either Approve or Deny. Deny will cancel the PO and Approve will let the Buyer issue the PO
Select Issue PO
Receipting
Select Create Receipt
Enter the receipt details
The approver is created within the admin console DOAs with the Approval to pay type
Enter the receipt amount then Save draft
The balances will change according to the receipted amount which will also reflect in further created receipts
Select the Created receipt
Select Submit for approval
Select the receipt to approve
After the receipt is submitted for approval it will need to be approved by all approvers; Requisitioner, Budget holder, Buyer and the approval to pay DOA
Once it has been fully approved it will change status to approved
Once the Receipt has been fully approved it will change the status to Fully Approved
You can download the PO PDF at anytime via the Purchase Order Index page