Requisition to receipt

Step by step

1. Requisition Requester

   Requester prepares catalog or free-text lines with category, quantity, unit, estimate, need-by date and coding. Department, cost centre and business justification determine routing. Submission freezes the revision; changes require a revised draft and fresh approval. Emergency priority highlights urgency while retaining the same authority checks.

   • submitted revision frozen for routing
   • Updates Purchase requisitions, Requisition lines

2. Approve Approver or Controller or Procurement Manager

   Approver decides assigned business tiers; Controller decides its assigned financial tier; Procurement Manager decides its assigned procurement tier. Every applicable category rule uses the full requested maximum, including proposed tolerance, and must resolve to an authorised person. Delegation retains the original authority and actual actor. The final decision records the approved revision, amount, tolerance and line scope; rejection returns the request with its reason.

   • approved scope recorded or request rejected
   • Updates Approval steps, Approval matrix, Approval delegations, Spend approvals, Spend approval lines
   ApprovalA person approves before the work moves on.

3. Source Buyer

   Buyer selects a direct order, competitive RFQ or eligible blanket release. Conversion preserves the requisition’s approval evidence. Split orders reserve their own shares of the same scope and capacity, so each cannot reuse the whole allowance. A mandatory RFQ stays required, and an RFQ award alone does not grant spending authority.

   • converted request retains authority; order shares consume capacity
   • Updates Purchase requisitions, Purchase orders, PO line items, RFQs, RFQ lines, Blanket releases, Commitment allocations

4. Purchase order Approver or Controller or Procurement Manager

   The order checks the remaining approved scope and capacity. Otherwise Approver, Controller or Procurement Manager decides the assigned matrix tiers on the order total. Procurement Manager separately decides price or off-contract exceptions. Buyer sends only the approved revision through the configured supplier channel; Supplier acknowledges that revision.

   • approved revision can be sent and acknowledged
   • Updates Purchase orders, PO line items, Approval steps, Contract rates, Spend approvals, Commitment allocations
   Approvalfor new authority or exceptions

5. Receive Receiving Clerk or Requester

   Receiving Clerk confirms dock acceptance; Requester confirms assigned desk deliveries. A configured warehouse connection can supply dock evidence. Gross arrivals reconcile to accepted and rejected quantities. Only net accepted fulfilment reduces the open order. Partial deliveries keep expediting active; rejected goods need replacement, return or an approved reduction. Buyer cannot confirm an order they raised.

   • accepted fulfilment updates open obligation
   • Updates Receipts, Receipt line items, Supplier returns, Expediting, PO line items

6. Invoice matching Buyer

   Accounts payable owns invoice matching and payment. Buyer monitors the configured handoff of approved orders and posted receipts and resolves returned match exceptions. Each correction links its amendment, receipt, return or re-invoice evidence. Delivery acknowledgement is recorded separately from procurement posting. Order close requires resolved quantity, return and match obligations plus current-revision evidence covering all expected invoices and credits; resolving an exception does not authorise payment.

   • acknowledged handoff and linked exception resolution
   • Updates Receipts, Match exceptions, Procurement events, Integration deliveries

Requester

Prepares requests and confirms desk deliveries.

Approver

Decides assigned business tiers.

Controller

Decides its financial tier.

Procurement Manager

Decides procurement tiers and pricing exceptions.

Buyer

Sources, issues and resolves exceptions.

Receiving Clerk

Records dock acceptance.

Supplier

Acknowledges orders and provides delivery information.