433 lines
11 KiB
Markdown
433 lines
11 KiB
Markdown
# Purchase Requisition Approval - User Guide
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## Document Information
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- **Document Type**: User Guide
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- **Audience**: Procurement Staff, Department Heads, Finance Controllers
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- **Last Updated**: 2025-10-30
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- **Version**: 1.0
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---
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## Overview
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This guide explains how to create, submit, and approve Purchase Requisitions (PRs) in the PIAM system. Understanding the approval workflow and document immutability rules is essential for efficient procurement operations.
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---
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## Table of Contents
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1. [Purchase Requisition Lifecycle](#purchase-requisition-lifecycle)
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2. [Creating a Purchase Requisition](#creating-a-purchase-requisition)
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3. [Submitting for Approval](#submitting-for-approval)
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4. [Approval Process](#approval-process)
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5. [Document Immutability Rules](#document-immutability-rules)
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6. [What You Can and Cannot Do](#what-you-can-and-cannot-do)
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7. [Common Scenarios](#common-scenarios)
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8. [Troubleshooting](#troubleshooting)
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---
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## Purchase Requisition Lifecycle
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A Purchase Requisition moves through several statuses:
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```
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Draft → Pending Approval → Approved → Converted to RFQ/PO → Closed
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↑ ↓
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└────(rejected)
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```
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### Status Descriptions
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| Status | Description | Can Edit? | Can Approve? |
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|--------|-------------|-----------|--------------|
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| **Draft** | Initial state, not yet submitted | ✅ Yes | ❌ No |
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| **Pending Approval** | Submitted and awaiting approval | ❌ No | ✅ Yes |
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| **Approved** | Approved and ready for procurement | ❌ No | ❌ No |
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| **Rejected** | Rejected by approver, returns to Draft | ✅ Yes | ❌ No |
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| **Converted to RFQ** | Converted to Request for Quotation | ❌ No | ❌ No |
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| **Converted to PO** | Converted to Purchase Order | ❌ No | ❌ No |
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| **Closed** | Completed or cancelled | ❌ No | ❌ No |
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---
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## Creating a Purchase Requisition
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### Step 1: Access the PR Form
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1. Navigate to **Procurement → Purchase Requisitions**
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2. Click **"Create New Requisition"** button
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3. The system creates a new PR in **Draft** status
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### Step 2: Fill in Required Information
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#### General Information
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- **Requisition Number**: Auto-generated by system
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- **Department**: Select your department from dropdown
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- **Requested Date**: Date when items are needed
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- **Purpose**: Describe why these items are needed
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- **Priority**: Select urgency level
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#### Budget Information
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- **Budget Code**: Select the budget to charge
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- **Company Code**: Select company/entity
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- **Cost Center**: Select appropriate cost center
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#### Line Items
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For each item you need:
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1. Click **"Add Item"**
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2. Search and select the item
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3. Enter **Quantity** and **Unit**
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4. Enter **Unit Price** (if known)
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5. Add **Remarks** if needed
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### Step 3: Save Your Work
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- Click **"Save Draft"** to save without submitting
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- You can return later to continue editing
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- Draft PRs remain editable until submitted
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---
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## Submitting for Approval
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### When to Submit
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Submit your PR when:
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- All required information is complete
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- Line items are accurate
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- Budget information is correct
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- You're ready for approval
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### How to Submit
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1. Review all information carefully
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2. Click **"Submit for Approval"**
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3. Confirm submission in the dialog
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4. PR status changes to **"Pending Approval"**
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### What Happens After Submission
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Once submitted:
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- ❌ **You cannot edit the PR anymore**
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- ✅ Approvers receive notification
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- ✅ PR enters the approval workflow
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- ✅ You can view PR status anytime
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### Important Notes
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- Double-check all details before submitting
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- Once submitted, you cannot make changes
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- If rejected, PR returns to Draft for corrections
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- Keep track of your PR number for reference
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---
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## Approval Process
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### Who Can Approve?
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Approvers are typically:
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- **Department Heads**: For departmental purchases
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- **Finance Controllers**: For budget approval
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- **Procurement Managers**: For procurement approval
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*Note: Your organization's approval hierarchy may vary*
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### How to Approve a PR
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1. Navigate to **Procurement → Purchase Requisitions**
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2. Filter by **"Pending Approval"** status
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3. Click on the PR to review
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4. Review all details carefully:
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- Items requested
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- Quantities and prices
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- Budget information
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- Purpose and justification
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5. Click **"Approve"** button
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6. Add approval remarks (optional)
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7. Confirm approval
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### How to Reject a PR
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If corrections are needed:
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1. Click **"Reject"** button
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2. **Add rejection reason** (required)
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3. Confirm rejection
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4. PR returns to Draft status
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5. Requester can make corrections and resubmit
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---
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## Document Immutability Rules
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### Why Are Approved PRs Locked?
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Once a PR is approved:
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- **Financial Control**: Budget is committed
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- **Audit Compliance**: Approved amounts must be traceable
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- **Process Integrity**: Prevents unauthorized changes
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- **Procurement Accuracy**: What was approved is what gets procured
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### Visual Indicators
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When viewing a locked PR, you'll see:
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- 🔒 **Lock icon** in the header
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- **"Document Locked"** banner at the top
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- **"View Only"** badge
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- All fields are grayed out/disabled
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- No Save or Submit buttons
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### What Statuses Are Locked?
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| Status | Locked? | Reason |
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|--------|---------|--------|
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| Draft | ❌ No | Still being prepared |
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| Pending Approval | ✅ Yes | In approval workflow |
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| Approved | ✅ Yes | Budget committed |
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| Rejected | ❌ No | Returned for correction |
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| Converted to RFQ/PO | ✅ Yes | Already converted |
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| Closed | ✅ Yes | Process complete |
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---
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## What You Can and Cannot Do
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### ✅ What You CAN Do
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**With Draft PRs:**
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- Edit all fields and line items
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- Add or remove items
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- Change quantities and prices
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- Update budget information
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- Save changes anytime
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- Delete the PR if not needed
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**With Approved PRs:**
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- View all information
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- Print or export the PR
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- Track conversion to RFQ/PO
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- View approval history
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- View audit logs
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**With Rejected PRs:**
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- Make requested corrections
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- Update based on rejection remarks
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- Resubmit for approval
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### ❌ What You CANNOT Do
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**With Approved PRs:**
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- Edit any field
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- Change line items
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- Modify quantities or prices
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- Change budget information
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- Delete the PR
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**With Pending Approval PRs:**
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- Edit while waiting for approval
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- Change submitted information
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- Cancel submission (must be rejected)
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---
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## Common Scenarios
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### Scenario 1: I Need to Change an Approved PR
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**Problem**: You discovered an error after approval
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**Solution**:
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1. Contact your supervisor or procurement manager
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2. Explain what needs to be changed
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3. If the PR is not yet converted:
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- Admin may be able to help
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- May need to create a new PR
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4. If already converted to RFQ/PO:
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- Changes must be made in RFQ/PO document
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- Original PR remains unchanged for audit
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**Best Practice**: Always double-check before submitting!
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### Scenario 2: My PR Was Rejected
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**Problem**: Your PR status shows "Rejected"
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**Solution**:
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1. Open the PR to view rejection remarks
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2. Review what needs to be corrected
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3. Make the necessary changes
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4. Resubmit for approval
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5. The PR will go through approval again
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### Scenario 3: I Submitted the Wrong PR
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**Problem**: You accidentally submitted a PR that's not ready
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**Solution**:
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1. Contact the approver immediately
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2. Ask them to reject the PR
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3. Add a note explaining it was submitted early
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4. Make corrections when it returns to Draft
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5. Resubmit when ready
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### Scenario 4: I Can't Edit My Draft PR
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**Problem**: The form shows "View Only" even though status is Draft
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**Possible Causes**:
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1. You're viewing the PR, not editing it
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- Solution: Click "Edit" button
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2. You're on the list view or detail view
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- Solution: Navigate to edit page
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3. Browser cache issue
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- Solution: Refresh the page (Ctrl+F5)
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### Scenario 5: System Shows "Document Locked" Error
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**Problem**: You see an error message about document being locked
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**What It Means**:
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- The PR status doesn't allow editing
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- This is a security feature to protect approved documents
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**Solution**:
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- If PR is Pending Approval: Wait for approval/rejection
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- If PR is Approved: Cannot edit (see Scenario 1)
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- If you believe this is an error: Contact system administrator
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---
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## Troubleshooting
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### Error Messages
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#### "Cannot modify purchase requisition in '[Status]' status"
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- **Meaning**: PR is locked due to its status
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- **Solution**: Check PR status; only Draft PRs can be edited
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#### "This document is locked and cannot be edited"
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- **Meaning**: PR has been approved or is beyond approval
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- **Solution**: See [Scenario 1](#scenario-1-i-need-to-change-an-approved-pr)
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#### "Purchase requisition not found"
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- **Meaning**: PR may have been deleted or ID is incorrect
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- **Solution**: Check PR number and try again
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### Common Issues
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#### Save Button Not Appearing
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- **Check**: Is PR in Draft status?
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- **Check**: Are you on the edit page (URL contains `/edit`)?
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- **Check**: Do you have permission to edit?
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#### Cannot Submit for Approval
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- **Check**: Are all required fields filled?
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- **Check**: Are there validation errors?
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- **Check**: Is at least one line item added?
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- **Check**: Is budget code valid?
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#### PR Disappeared from List
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- **Check**: Filter settings (status, date range)
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- **Check**: Search for PR number directly
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- **Check**: PR may have been deleted (if it was Draft)
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---
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## Best Practices
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### Before Creating a PR
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1. ✅ Verify budget availability
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2. ✅ Gather all item specifications
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3. ✅ Check with department for requirements
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4. ✅ Confirm requested delivery date
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### Before Submitting
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1. ✅ Review all line items carefully
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2. ✅ Verify quantities and units
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3. ✅ Double-check budget code
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4. ✅ Ensure purpose is clear
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5. ✅ Check all required fields are filled
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6. ✅ Review total amount
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### For Approvers
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1. ✅ Review budget availability
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2. ✅ Verify items are appropriate
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3. ✅ Check quantities are reasonable
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4. ✅ Ensure prices are acceptable
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5. ✅ Provide clear rejection reasons
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6. ✅ Approve promptly to avoid delays
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---
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## Getting Help
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### Internal Support
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- **Technical Issues**: Contact IT Support
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- **Approval Questions**: Contact your supervisor
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- **Budget Questions**: Contact Finance Department
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- **Procurement Process**: Contact Procurement Department
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### Documentation
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- **System Administrator Guide**: For technical details
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- **FAQ Document**: For common questions
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- **Training Materials**: Available from IT Department
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---
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## Glossary
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**Draft**: Initial status of a PR, allows editing
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**Immutable**: Cannot be changed or modified
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**Line Item**: A single item/material on the PR
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**Pending Approval**: PR is submitted and awaiting approval
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**Purchase Requisition (PR)**: Internal document requesting to purchase items
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**Rejection Remarks**: Reason provided when PR is rejected
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**Status**: Current state of the PR in its lifecycle
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**Workflow**: Series of steps a PR goes through from creation to approval
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---
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## Appendix: Quick Reference
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### Keyboard Shortcuts
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| Shortcut | Action |
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|----------|--------|
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| Ctrl+S | Save Draft (on edit page) |
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| Esc | Close dialog/cancel action |
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### Status Color Codes
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- **Gray**: Draft
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- **Yellow/Amber**: Pending Approval
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- **Green**: Approved
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- **Red**: Rejected
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- **Blue**: Converted/Closed
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### Important Reminders
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1. 📌 Only Draft PRs can be edited
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2. 📌 Always review before submitting
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3. 📌 Approved PRs are permanently locked
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4. 📌 Save your work frequently
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5. 📌 Keep PR numbers for reference
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---
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**Document End**
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*For technical details and configuration, see System Administrator Guide*
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