IT Procurement System

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  1. IT Procurement System
  2. Process
  3. Request preparation
Process · Request preparation

Request preparation

A useful rehearsal starts with one purchase request and follows its linked records. The Buyer, Purchasing Approver and Auditor should identify the request revision, decision and any operation result before continuing. Keep the request number in view throughout the handoff.

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Step by step

  1. Prepare request Buyer

    Buyer enters the request subject, required date, amount, owner, supplier and organization. Linked lines describe the requested items and quantities.

    • Names owner, supplier, organization, date and amount; checks linked items
    • Updates Purchase requests, Purchase lines, Suppliers, Organizations, Team members

  2. Submit request Buyer

    The Buyer moves a checked draft to Submitted so a Purchasing Approver can inspect the same revision.

    • Marks the checked request Submitted for review of its current revision
    • Updates Purchase requests

Where it usually breaks

And how to keep it from happening.

  • A changed request is reviewed against an earlier revision. Compare the decision source revision before relying on approval.
  • The selected supplier belongs to a different organization. Check the supplier and request organization before the Buyer records an order reference.
  • A receipt says Failed or needs review but the parent appears complete. Read the failure reason and effect references before acting again.
  • An accepted quantity differs from the requested quantity. Read the line acceptance date and attached evidence before closing the delivery discussion.

Who does what

Roles and permissions
Buyer
.
Auditor
Reads authorized evidence; App Administrator maintains organization access.

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