Initiating Purchase Requisition Request

Users (purchase managers/buyers) who are provided access to Purchase Requisition (PR) app and are authorized to initiate a requisition can log the PR request. Once the PR request is approved the corresponding purchase order gets created. The PR initiated by the purchase manager/buyer goes to the first level approver. Once the first level approver approves the PR, it goes to the second level approver. When the second level approval is received, the PR gets converted to Purchase Order (PO).

If the PR gets rejected during the approval process either at first level or second level approval manager, the workflow stops and the PR is closed. However, if the PR is returned for any amendment by the first level or second level approval manager, the PR is returned to the purchase manager/buyer, and the PR goes through the approval process again (first level approval of the amended PR and then the second level approval).

On successfully logging in, you will first be directed to the homepage with the Purchase Requisition app in My apps section.

In the header section, you will be prompted by the number of pending To-do’s that you have. Click on this button to redirect you to the To-do’s page to manage all your cases.

All users can access the purchase requisition requests from the app’s list view and the assigned PR requests can be accessed from To-do’s, bell notifications or email notifications.

To initiate purchase requisition request:

1. Log in to the IENT application.

   

2. On the homepage, click the Purchase Requisition app.
   The Purchase Requisition app list view screen is displayed along with all the existing requisition requests, if any.

   

3. Click + on the top right corner.
   The Create Purchase Requisition screen is displayed.

   

4. Enter/select the optional and mandatory fields in the Basic Details section.

   • Title: Enter a title for the purchase requisition being created.

   • Need by Date: Select the date by which the PR needs to be completed by the vendor/supplier (optional field).

   • Next Status: From the dropdown list, select one of the options:

     • Submit for approval: Select this option, when the PR is ready to be submitted for approval.

     • Save as Draft: Select this option, to revisit the PR later. PR in draft stage can be discarded and the data will be lost.

   • Comments: Enter the comments for the PR (option field).

   • Currency Preference: Select the currency applicable for the PR.

5. Enter/select the options in the Delivery Details section:

   • Bill To: Enter the entity name to which the purchase will billed to.

   • Delivery To: Select the header level or line item level delivery option:

     • Header Level Delivery To: Enter the delivery address in the Deliver To field. Selecting this option ensures that all the items being added to the PR will be delivered to the address specified here.

     • Line Item Level Delivery To: Select this option, when each item(s) being added to the PR is to be delivered to the specific address. Deliver To field will be provided for each line item for this option.

6. To add service/material for the PR, click + Add line item link in the Line item(s) section.
   The PR line item pop up window is displayed.

   

7. Select the item type from the Select PR Line Item type field and the vendor to deliver/service this item from the Select Vendor field.
   Note: For each line item, different vendor can be selected, and each vendor will receive the corresponding purchase order for the specified line item(s).

8. The other fields are displayed based on the service or material option selected in the Select PR Line Item type field. The following screen is displayed when Service option is selected.

   

9. Enter the details of the service required in the Service Details section including the service name (use the manual option if the item not available in the list) and quantity including price.

10. Enter the applicable tax details for the service in the Tax Details section. By default, two tax lines with values are provided. These details can be modified. To add more tax line items, use the + Add Tax link.

11. Enter the delivery address for the line item being added in the Deliver To field. This field is provided only if Line Item Level Delivery To option was selected.

12. Click Save.
    The service/material item gets added to the PR and is listed in the Line item(s) section.

13. To add more service/material items, click the + Add line item.
    The following screen is displayed when Material option is selected in the Select PR Line Item type field.

    

14. Click Save.
    The service/material item gets added to the PR and is listed in the Line item(s) section.

    

15. Click Submit.
    The PR gets submitted and has the status Up for Approval in the Purchase Requisition screen. Also in this PR, two different vendors are used for the service/material and each vendor will get the PO for the specific line item only when the PR approval process is completed.

    

    Once the PR is submitted, the first level approver gets notified and takes action on the PR. When the PR is approved at first level, it moves to the second level approver.
    The preceding screen shows different status for the PR. When it is returned by any approval manager (either from approval level one or two), the PR has the status Returned for Amendment (purchase manager/buyer then resubmits the PR after necessary amendment). Up for approval status is displayed when the PR is either at approval level one or two. Converted to PO status is displayed when PR is approved at the second level.