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Procurement

Release for or Remove from Approval

A Purchase Requisition can only be Released for Approval if the total value is more than R0, if all items have a quantity greater than 0 and if all parts have a supplier cost linked.

Purchase Requisitions must go through an approval process before a Purchase Order is created. (This can be linked to an Approval Matrix which is set up in the Purchasing Centre)

On approving a Purchase Requisition, the system will generate a Purchase Order.

Requisition Approval and Authorisation Levels are covered in procurement configuration.

Ribbon Access:   Procurement   >   Requisitions

The Purchase Requisition Listing screen will be displayed.

Select the Site and Status

  • Select the Site.
    • In this image Durban has been selected.
  • Select the Status.
    • The status will need to be set to New as a purchase requisition can only be released in the New status.

Release Requisition for Approval

  • Select the row of the purchase requisition that you wish to release .
    Either
  • Go to the Process Action Button Toolbar and select Release,

    or
  • Right click anywhere in the row of the selected requisition.
  • A Process menu will pop up.
    • In this menu, you will have a list of the following options depending on where the requisition is in the process:
      • Hold Remove from Approval
      • Release Release to Approval
      • Approve Approve the Requisition
      • Decline Decline the Requisition
    • As this Purchase Requisition is in the New status, the only option available in this image, is the Release to Approval choice.
  • Click on the Release to Approval option.

  • A Requisition Process message box will pop up informing you that;
    • The Requisition no. [] has been released successfully.
  • Click on OK.

  • The requisition will be removed from the Purchase Requisition Listing screen where the status is set to New.

View Released Requisition

  • Find the requisition by changing the status to Released.

  • The Purchase Requisition Listing screen will now only display the requisitions in the Released status awaiting Approval.

Note: In this screen, the requisition can also be Declined or put on Hold.

Remove Requisition from Approval (Place on Hold)

  • Select the row of the requisition you wish to Remove from Approval.
  • Either click on the relevant button in the Action Button Toolbar or right click anywhere in the row of that requisition to display the pop up Process menu.
  • Click on the Hold - Remove from Approval option.

  • A Requisition - Process message box will appear informing you that;
    • The requisition no. [] has been placed on hold successfully.
  • Click on OK.

View Requisition in New Status  

  • You can no longer view the selected requisition in this Purchase Requisition Listing screen as the requisition has reverted back to the New status.
  • To view the requisition, change the Purchase Requisition Listing screen status back to New.

Approve Requisition

  • Find the Requisition in the Purchase Requisition Listing screen where the status is set to Released.
  • Select the row of the requisition you wish to Approve.
  • Click on Approve.

  • A Process Validation message box will appear asking;
    • Are you sure that you want to authorise requisition []?
  • Click on Yes.

Note on Requisition Approval Matrix and corresponding Purchasing Centre Requisition Configuration

Note: If a second approval is required, the requisition will remain here until approval is complete. This requisition Approval Matrix is set up in the Purchasing Centre Requisition configuration.

  • A Requisition - Process message box will appear informing you that;
    • Authorisation for requisition no. [] has been successful.
  • Click on OK.

View System Generated Purchase Order  

  • A View Purchase Orders message box will appear asking;
    • Do you wish to view the new purchase orders?
  • Click on the Yes, if you want a quick link to the purchase order that has just be raised in order to view or print the order.
  • Click on No, if you want to remain in the Purchase Requisition Listing screen.

To view the newly created Purchase Order later - go to

Ribbon Access:   Procurement   >   Purchase Orders

  • To view the approved requisition, change the status in the Purchase Requisition Listing screen to Issued.
  • The approved requisition is now displayed in this listing screen.

Decline a Requisition

  • Open the Purchase Requisition Listing screen and set the status to Released.
  • Select the row of the requisition you wish to decline.
  • Click on Decline.

  • A Process Validation message box will appear, asking;
    • Are you sure that you want to decline requisition []?
  • Click on Yes.

Decline / Rejection Comments

  • A Rejection Comments message box will appear.

  • Type in any Rejection Comments concerning this requisition.
  • Click on Save.

  • A Requisition Process message box will appear informing you that;
    • Requisition no. [] has been declined.
  • Click on OK.

View Declined Requisition Status  

  • The requisition will be removed from this Purchase Requisition Listing screen.
  • To view the declined requisition, change the status in this listing screen to Declined.
  • The declined requisition is now displayed in this Declined status.

View Declined Requisition Reason

You can view the reason for the refusal of any requisition.

  • Click on the expand icon in front of a selected requisition.

  1. The Approval Matrix frame will expand.
  2. Here you can view the authority responsible and the reason for declining the requisition.