See Previous Article: Creating a Purchase Requisition
Once you have created a Purchase Requisition (PR), the next step is to enter the details in order to raise it. Procurehere has an easy-to-use wizard that will take you through the six steps involved, namely:
- PR Details
- Documents
- Delivery Details
- Purchase Items
- Remarks
- Summary
We detail out the six steps as follows.
PR Details
This is where you configure your PR settings. Note that depending on how the template was created by the Administrator, some fields may not be editable. For instance it is likely that the Administrator will not allow you to edit the approvals route. If a field that you need to edit is not editable, please contact your Administrator to make the appropriate changes to the template, or to create a new template altogether.
Basically, entering the PR Details consists of four sections.
1. General
The form contains the following fields:
Urgent PR |
If selected, the PR will appear at the top of the event listing and in a different colour in the mobile app, signalling its urgency to the approver. |
PR ID |
This is a system generated PR ID number. |
PR Reference Number |
You can create a personalized PR ID number according to your company’s tracking needs. |
PR Name |
Create a PR name that is specific and detailed. |
Description |
You can add a description of the PR such as the need for the good/service. (Limited to 320 characters). |
PR Creator |
This application will automatically use the creator of the PR. |
Requester |
You can list the requester of the PR either, as an individual or department within your company. E.g. John Adams, Head of the Security Department. |
Correspondence Address |
You should be able to select from your company’s main address or branch addresses. |
- Finance
The form contains the following fields:
Base Currency |
You can select the base currency in accordance with your company’s business or geographical needs. |
Decimal places |
You can select one to four decimal places for the base currency. |
Cost Centre |
You can select the department within your company that will be funding/incurring the cost of the PR. |
Business Unit |
This is the relevant entity in the organization for whom the requisition is made. |
Payment Terms |
You can set standard or unique payment terms in line with your company’s finance/account payable requirements. E.g. “Payment will be made within 30 Days of product delivery / completion”. |
- Team Members
You can select team members that are active users of your company, as viewers, editors or associate owners of the Purchase Requisition.
Viewers can only view the PR content whilst it is in draft mode.
Editors will be able to edit the PR whilst it is in Draft mode, but they may not click the Submit button.
Only the PR Creator or Associate Owners (who have the same rights as the PR Creator) can click Submit.
4. Approval Route
An approval process is predefined in the PR Template and only Administrator can modify it. The PR must pass through each level in the approvals route before a Purchase Order (“PO”) can be generated.
A sample approvals process is as follows:
Level 1 Fei Fei |
Level 2 Eddie OR Wani OR Indra |
Level 3 Cecilia AND Aaron |
The approval can be configured for multiple levels by adding or removing levels. Each level can have more than one approver and each level is either ‘All’ (e.g. Level 3 above) or ‘Any’ (e.g. Level 2 above).
The approval process is in sequential.
Level 1: Fei Fei is the only approval, without her approval, the approval process will not be escalated to level 2. |
Level 2: Any one of the approver in level two can approve and escalated to level 3. For instance, once Eddie approved, the event will be disappeared from Wani and Indra list. However, Wani and Indra still able to search and view the event, but the approval rights will be restricted. |
Level 3: Both Cecilia and Aaron need to approve and it does not matter who to approve first. |
All approvers can either approve or reject the event. Besides that, approvers are able to provide remarks for the action he/she takes. These remarks are visible to all current and previous approval level.
If there is any rejection in the approval, the approval process will end immediately and the event will reappear in the Draft list. The creator can amend it accordingly and resubmit it for approval.
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Step 2: Documents
Your approvers will often need some supporting documents for their decision on whether to approve the purchase or not. Examples are quotations received from several suppliers and evaluation of them, a contract, or some product information/specifications. The PR creator needs to attach these documents in this step.
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Step 3: Delivery Details
This section allows you to enter the delivery details of your items or shipments.
Delivery Date |
Set the delivery date and time of the items. |
Delivery Address |
Set the delivery address to that of your company's main or branch addresses. (Note: That the addresses must already be pre-registered by your administrator) |
Delivery Receiver |
You can assign the items to be delivered to a person on site. |
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Step 5: Purchase Items
The purchase items list is the most important part of the PR process, as it identifies exactly what it is you wish to purchase and the price and quantity of each item. There are 3 approaches to adding an item to the Purchase Items list:
- Select the Supplier first
- Select the Product Category first
- Select the Product Item first
Option 1: Select the Supplier First
You may select 'My Supplier' for a supplier from your local list, or you may select 'Open Supplier' if the supplier is not registered on Procurehere.
If you select 'My Supplier' you will be prompted to select the supplier like this:
Now you may only add items/categories tied to that supplier.
If you select 'Open Supplier' you will be prompted to insert particulars about the supplier for the Purchase Requisition:
With an Open Supplier, you may only add open items from the Product List (i.e. items not tied to any specific supplier).
In order to add an product item to the Purchase Items list, you need to Add Section to the list, and then add an item. At this stage you can add a Category first or add an item first (which will automatically insert the category). Let's deal with adding a Category first.
For this supplier, the only Category permitted is "DRINKS - PURE WATER":
You can then add the item from Item Name, which will only show items from that Supplier and that Category:
Once you choose an item, the Unit of Measurement (UOM) will be locked. You may enter Quantity of items, Tax, Unit Price (which is fixed if it is a contract item, and not fixed if its a non-contract item), and Description.
An alternative to selecting an Item Name from the drop-down box is to enter it as free text by checking the Free Text box. This is done when you have not created specific items because you do not expect them to be used repeatedly; you must, however, always select a Category.
Option 2: Select the Product Category first
If you don't know what Supplier supplies the goods you want, then you may leave the supplier selection blank, and straightaway add an item to the Purchase Items list. When the 'Add Item' box comes up, you will notice when you click on Category Name, that the whole list of your Product Categories appears. Let us say you select the category "ANALGESICS"
Now when you select Item Name, only analgesics will appear, but for all suppliers, allowing you compare their prices and make a selection:
When you select an item, the Supplier will apply for the whole PR (our PRs do not allow for multiple suppliers). Now you can only add items relating to that Supplier.
Option 3: Select the Product Item first
If you know the specific item that you want but you are not sure what Category or Supplier it relates to, you can add an item to your PR then search the Item Name box, for instance here we search "Paper" for paperclips and find there are several related suppliers and categories:
Once we select one item, the Category box is automatically filled, and the Supplier is set for the PR. You cannot have multiple Suppliers for a PR, but you can add items from other Categories to the Purchase Items list.
Rest of the Purchase Items page
If there is a global tax amount that has not been captured elsewhere, you can add it after the Total to calculate the Grand Total.
You may move items into to a different order or into different sections by clicking on the icon on the far left of the item and dragging and dropping it into the desired position.
In some instances, you may wish to add some additional information on each purchase item as a new column in the list. Procurehere allows you to create up to a maximum of four new columns.
For each column, specify the name.
Column items are stored in text format.
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Step 6: Remarks
You may enter any other remarks that are relevant to the PR. Note that these remarks will appear on the Purchase Order (“PO”).
General Remarks |
Enter any remarks. Limited to 1,000 characters. |
Terms and Conditions |
Enter any Terms & Conditions such as payment terms. Limited to 850 characters. |
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Step 7: Summary
The final step is the summary, in which you may view all of the information you have entered in order to raise the PR.
At the top right corner, you will see a download icon, which you can click on to get a pdf copy of the PR:
Once you have reviewed all of the details in the summary page, and are ready to submit the PR for approval, click on the Finish button at the bottom left-hand corner of the page.
At this point, the first approver(s) will receive an email notification requesting them to approve the PR. When they log in to Procurehere, the PR will appear in their ‘PR Awaiting Approval’ list on their dashboard.
See Next Article: Approving a Purchase Requisition and Generating a Purchase Order
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