Purchase demand

A Buyer raises demand under a buying organization, assigns an owner and supplier, and records the required date, budget code and requested amount. Purchase lines capture each requested quantity and unit price. A submitted request gives the Purchasing Approver a specific revision to consider. The linked decision record shows the reviewer, reason and request revision behind the outcome.

• Scope. Buyer records the subject, required date, requested amount and budget code on the request.
• Lines. Requested quantities and unit prices explain the amount under the parent request.
• Review. Purchasing Approver checks the submitted revision against its linked decision record before work proceeds.

A request can be Draft, Submitted, Approved, Ordered, Received, Rejected or Cancelled. The Buyer uses those states to find the next task, while the reviewer needs the exact revision behind an approval. If the supplier or amount changes after a decision, compare the decision source revision with the request revision. Keep the original decision visible while the changed request is reviewed again.

Agree who owns the request, how the budget code is chosen, and who verifies that the amount reflects its lines. Set a convention for changing a reviewed request.

Choose one buying organization for the first cycle. Identify the person who can correct the record when the case fails a check. Write down the expected decision and evidence for the pilot before people begin using the queue. This makes it possible to distinguish a record awaiting action from a record that is ready to close.

Raise a pilot request with two lines and a required date. Confirm the Buyer sees it in My Purchase Requests. Submit it, inspect the same revision in Requests Awaiting Review, then check the linked decision. Change the amount and check whether the decision still refers to the revision in front of the reviewer.

Ask the next person to open the same parent request and explain the next action from the record itself. They should point to the responsible owner, current status and supporting decision or receipt. If those disagree, return the case to the person who owns the correction and record the reason. Rehearse the failure route as well as the successful one.

• My Purchase Requests — Find owned requests by status and required date.
• Requests Awaiting Review — Open the submitted revision and its lines for a decision.

Follow demand and review, tender evaluation and award, then receipt and evidence.