Requisitions and sourcing

Purchase requisitions hold a department request and its line items. The requester describes the business reason, quantity, estimated price, need date, category and cost center. The approval decision is about a specific revision and scope. Once approved, Buyer chooses a direct order, a competitive RFQ or an agreement release path recorded on the requisition.

• Scope the request. Keep department, cost center, category and line amounts together.
• Invite deliberately. Record which suppliers received the RFQ and how they responded.
• Compare on one basis. Keep weights, scores, response revisions and award reason together.

Suppose a department needs a service with several possible providers. Buyer creates an RFQ with a response deadline and weighted price, lead time and quality criteria. Invited suppliers and their response statuses make the audience clear. Each response preserves quoted line price, lead time, terms and revision. Bid comparison scores put the documented criteria beside each eligible response, while the award record retains the reviewed recommendation and selected supplier. The award decision must be readable after a quote is revised. Compare the response revision and RFQ revision in the score evidence before deciding. An alternate offered on one response line should be reviewed against the requested scope, not silently treated as an exact match. If no supplier is awarded, retain the RFQ outcome and reason so the requisition can be reconsidered through the buying process.

Set the amount and category rules that require an RFQ. Agree who approves the requisition, who can invite suppliers and who decides an award. Decide how alternate responses and single bids are documented. Choose the source of published supplier history used for quality scoring.

Take an approved service requisition and invite two suppliers. Capture one on-scope response and one alternate, score them using the same RFQ weights and record the buyer’s recommendation. Have Procurement Manager review the award reason. Change a response revision and check that the earlier score and decision still identify the version they used.

• Requisitions for approval — Submitted requisitions with department, cost center and total amount.
• RF qs in market — Issued RF qs and responses approaching their deadlines.

Start with the request and review path, then check the supplier delivery path. Review implementation choices with the owners before the first operating cycle.