Requisitions and approvals
Route purchase requests to the right people and preserve the approved amount, scope and version through sourcing.
YouStatusDraftSubmittedApprovedConverted
Raising a requisition
A Requester opens a requisition and adds lines. Each line contains a catalog item or free-text description, category, quantity, unit, estimated price, need-by date, expense GL account and optional project code. The header carries the department and cost centre, defaulted from the requester’s user record, a business justification and a priority: Routine, Expedited or Emergency. Lines can carry a suggested supplier, which the Buyer may or may not follow.
| Field | Why it is required |
|---|---|
| BusinessJustification | The approver reads this before the amount |
| NeedByDate | Sets the expediting clock and tells the Buyer whether an RFQ is even possible |
| GLAccount | Carried to the PO line and then to the match, so coding happens once |
| EstimatedPrice | Determines the approval band before a supplier has quoted |
| CostCenter | Names the budget owner and scopes the approval rows that apply |
The requisition estimate is what the approval matrix uses. If the sourced price comes in above the configured tolerance of the approved amount, the purchase order routes for its own approval on the actual total. Split orders consume the same approved scope and remaining amount; each cannot independently reuse the full requisition allowance.
SubmittedYouPending
- PR-35667 DPR-120 7 d
- PR-98039 DPR-150 in 7 d
- PR-93765 DPR-110 10 d
- PR-73554 DPR-120 in 2 d
- PR-92267 DPR-150 in 6 d
PR-35667
- Requester
- EA
- Department
- DPR-120
- CostCenter
- CC-130
- TotalAmount
- 18,659.73
- Priority
- Routine
The approval matrix
Each matrix row identifies department, cost centre, category, amount band, tier and working-day target. DepartmentHead and BudgetOwner resolve through the department and cost centre. Controller and ProcurementManager use their declared authority. CFO, CEO and Committee require an explicit named user with Approver access. Every represented category contributes its applicable rules, each tested against the full requested maximum including proposed tolerance. Specific and wildcard requirements combine; splitting categories cannot lower the approval band. A required RFQ remains a sourcing condition after approval.
Admin approves versioned matrix changes with effective dates. Each approval step retains the rule used, so a later policy change cannot rewrite the basis of an earlier decision.
YouPending
- AS-29793 PR-13099 530 in 12 d
- AS-58605 PR-72465 450 in 10 d
- AS-56255 PR-40582 670 in 4 d
- AS-28390 PR-63854 250 3 d
- AS-44174 PR-81997 120 9 d
AS-29793
- DocumentType
- Requisition
- Requisition
- PR-13099
- PurchaseOrder
- PO-12991
- Amendment
- PMN-83978
- Tier
- 530
Routing
Submission freezes the request revision and routing dimensions. ApprovalSteps retains every applicable rule and assigned decision, sequenced by tier with the configured due date. Changes require withdrawal or rejection, a revised draft and fresh routing. The first-tier approver is notified. Each approval releases the next tier; the final approval moves the requisition to Approved and puts it on the Buyer’s queue. A rejection at any tier moves the requisition to Rejected with the reason and notifies the requester, who returns it to Draft, revises and resubmits.
An approver sees only the steps routed to them and only while they are pending. They see the lines and the justification. They do not see contract prices or other approvers’ queues. An approver who is also the requester cannot decide that request. Unresolved, conflicting or missing assignments hold routing for an authorised replacement; they cannot silently skip a required tier.
ApprovedApproved
| Req Number | Requester | Department | Total Amount | Priority |
|---|---|---|---|---|
| PR-68266 | YS | DPR-110 | 1,651.10 | Routine |
| PR-77240 | XS | DPR-110 | 42,563.38 | Expedited |
| PR-47682 | YW | DPR-110 | 18,820.44 | Emergency |
| PR-39283 | AV | DPR-110 | 34,320.05 | Routine |
| PR-55279 | ZG | DPR-120 | 27,277.80 | Expedited |
| PR-92887 | RD | DPR-130 | 11,367.10 | Emergency |
Approved authority after conversion
SpendApprovals and SpendApprovalLines retain the approved revision, amount, tolerance and line scope. Converting a requisition changes its lifecycle status while preserving that decision. CommitmentAllocations links the resulting order lines to the authority they consume. A changed category, item or amount requires a new authority check; cancellation releases only the supported unfulfilled portion.
Delegation and escalation
ApprovalDelegations retains the delegator, delegate, effective dates and reason. Decisions record the actual actor and original authority, with conflict checks still enforced.
A step still pending past its due date is marked escalated and the Procurement Manager is notified. Procurement Manager reassigns it to an authorised person in the same tier. Reassignment does not grant authority to decide another role’s tier, and delegation cannot remove a conflict. Requisition Cycle Time shows delay by tier, department and priority, including escalated steps.
Emergency purchases
A requisition with Priority Emergency follows the same matrix and the same tiers. Priority shows on every approver’s inbox and on the Buyer’s queue to support prioritisation, and Requisition Cycle Time reports results by priority. Urgency does not remove required decisions.
Modules
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Suppliers and catalog
Choose qualified suppliers and give purchasing teams a catalog with the information needed to order.
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Contracts and pricing
Apply negotiated prices, control agreement commitments and prepare renewals before approved capacity or contract terms run out.
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Requisitions and approvals
Route purchase requests to the right people and preserve the approved amount, scope and version through sourcing.
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Quote requests
Compare supplier quotes on a consistent scope, record the award decision and carry the selected offer into purchasing.
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Purchase orders
Keep purchasing authority, supplier terms, revisions and receipt progress together from draft order through close.
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Receipts and expediting
Confirm what was accepted, keep outstanding deliveries in view and give accounts payable the evidence needed to match.
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Supplier performance
Review delivery, quality and price evidence separately, then use published scorecards to inform sourcing decisions.
Reports
All reportsRequisition Cycle Time
Median and ninetieth-percentile days from SubmittedAt to Approved and from Approved to SentAt, by Department and Priority, with the ApprovalSteps tier that held each requisition longest and the count of Escalated steps.
Roles and permissions
Owns supplier decisions, signed agreements, rate activation, price exceptions, sourcing review and published performance.
Runs sourcing, draft orders, change requests, expediting and procurement-side exception resolution.
Department user who submits a need and confirms authorised non-stocked deliveries at their desk.
Named department head, budget owner, CFO, CEO or committee representative holding the application Approver role.
External seat restricted to its own purchasing relationship and published evidence.
Finance reviewer of commitment, migration control totals and supplier performance, and signer for assigned Controller rules.
Read-only executive view of scoped aggregate purchasing and published supplier performance.
Related processes
Requisition to receipt
Connect purchase requests, recorded spending authority and accepted deliveries through to the invoice-matching handoff.
6 stages · 2 approvals
Competitive sourcing
Compare eligible suppliers on a frozen scope and carry the chosen offer into an independently authorised purchase order.
6 stages · 2 approvals
Change orders
Review the full effect of order changes, preserve cumulative spending authority and keep suppliers on the approved revision.
6 stages · 1 approval