748 lines
17 KiB
Markdown
748 lines
17 KiB
Markdown
# Purchase Requisition Approval - FAQ
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## Document Information
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- **Document Type**: Frequently Asked Questions
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- **Last Updated**: 2025-10-30
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- **Version**: 1.0
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---
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## Quick Navigation
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- [Creating PRs](#creating-prs)
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- [Editing and Saving](#editing-and-saving)
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- [Submitting for Approval](#submitting-for-approval)
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- [Approval Process](#approval-process)
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- [After Approval](#after-approval)
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- [Document Locking](#document-locking)
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- [Errors and Issues](#errors-and-issues)
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- [Budget and Finance](#budget-and-finance)
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- [Technical Issues](#technical-issues)
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- [Process and Policy](#process-and-policy)
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---
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## Creating PRs
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### Can I create a PR without knowing the exact price?
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**Yes.** You can enter estimated prices when creating a PR. The system accepts approximate amounts for budgeting purposes. Actual prices will be determined during the RFQ or PO process.
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**Best Practice**: Use recent market prices or previous purchase prices as estimates.
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---
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### Do I need approval to create a PR?
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**No.** Anyone with system access can create a PR in Draft status. Approval is only required when you submit the PR. However, your organization may have policies about who can request certain items.
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---
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### Can I save a partially completed PR?
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**Yes.** Click "Save Draft" at any time. You can return later to complete it. Draft PRs remain editable indefinitely until submitted.
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**Tip**: Save frequently to avoid losing your work.
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---
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### How long can I keep a PR in Draft status?
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**Indefinitely**, but:
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- Budget codes may change
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- Prices may change
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- Items may become unavailable
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- Your organization may have cleanup policies
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**Recommendation**: Complete and submit within 1-2 weeks of starting.
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---
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### Can I copy an existing PR?
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**It depends** on your system configuration. Some systems allow "Copy PR" functionality. Check with your IT team. Otherwise, you can manually reference an old PR when creating a new one.
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---
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### Can I delete a Draft PR?
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**Yes.** Draft PRs can be deleted if no longer needed. Once submitted or approved, deletion is typically not allowed.
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---
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## Editing and Saving
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### Why can't I edit my PR?
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**Check these**:
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1. **Status**: Only Draft PRs are editable
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2. **Page**: You must be on the edit page (URL contains `/edit`)
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3. **Permissions**: You need edit permissions
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4. **Lock status**: See lock icon or "View Only" badge
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**Solution**: Check PR status. If not Draft, see [Why is my PR locked?](#why-is-my-pr-locked)
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---
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### I'm on the edit page but fields are grayed out. Why?
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**Most likely**: PR status is not Draft
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- Pending Approval: In workflow, cannot edit
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- Approved: Locked permanently
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- Converted: Already processed
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**Visual clues**:
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- Lock icon 🔒 in header
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- "Document Locked" banner
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- "View Only" badge
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- No Save/Submit buttons
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---
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### Can I edit someone else's Draft PR?
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**It depends** on:
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- Your permissions in the system
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- Your organization's policies
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- Whether you're a supervisor
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**Generally**: People should edit their own PRs unless there's a specific reason and authorization.
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---
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### Does saving a Draft send notifications?
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**No.** Saving a Draft does not trigger notifications. Only submission sends notifications to approvers.
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---
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### What happens if I close the browser without saving?
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**Your changes are lost** unless:
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- The system has auto-save (check with IT)
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- You clicked "Save Draft" before closing
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**Best Practice**: Click "Save Draft" frequently, especially before breaks or end of day.
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---
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## Submitting for Approval
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### Can I edit after submitting?
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**No.** Once submitted:
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- Status changes to "Pending Approval"
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- All fields become locked
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- You cannot make changes
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**If you need changes**: Ask approver to reject the PR so it returns to Draft status.
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---
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### What if I submitted by mistake?
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**Act quickly**:
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1. Contact the approver immediately
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2. Explain it was submitted prematurely
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3. Ask them to reject it with a note
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4. Make corrections when it returns to Draft
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5. Resubmit when ready
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**Prevention**: Always review carefully before clicking "Submit for Approval"
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---
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### Can I cancel a submission?
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**No.** Once submitted, you cannot cancel. The approver must either:
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- Approve it
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- Reject it (returns to Draft)
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**Workaround**: Contact approver to request rejection.
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---
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### Who receives notifications when I submit?
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**Typically**:
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- Your direct supervisor
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- Department head
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- Finance controller (for budget approval)
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- Procurement team (for awareness)
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**Varies by**:
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- PR amount
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- Budget code
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- Item type
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- Organization's workflow configuration
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### How long should I wait for approval?
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**Typical timeframes**:
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- Standard PRs: 1-3 business days
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- Urgent PRs: Same day to 1 day
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- High-value PRs: 3-5 business days
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- Complex PRs: Up to 1 week
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**If delayed**: Contact approver or send a reminder after reasonable wait time.
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---
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### Can I expedite approval?
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**For urgent needs**:
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1. Mark PR as high priority
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2. Add urgency explanation in remarks
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3. Contact approver directly
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4. Provide justification for urgency
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**Note**: Abuse of "urgent" flags may reduce credibility.
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---
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## Approval Process
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### Who can approve my PR?
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**Depends on**:
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- PR amount
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- Budget code
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- Department
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- Organization hierarchy
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**Common approvers**:
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- Department heads (up to certain amount)
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- Finance controllers (budget approval)
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- Procurement managers (technical approval)
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- Senior management (high-value items)
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**Check with**: Your supervisor or finance department for specific thresholds.
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---
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### Do I need multiple approvals?
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**It varies** based on:
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- PR amount (higher amounts need more approvals)
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- Item type (capital equipment needs special approval)
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- Budget source (restricted funds need finance approval)
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**Example workflow**:
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```
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< $5,000: Department head only
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$5,000-$25,000: Department head + Finance controller
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> $25,000: Department head + Finance + Procurement manager
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```
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*Your organization may have different thresholds*
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---
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### Can I see who approved my PR?
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**Yes.** On the PR detail page, you can see:
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- Approver name
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- Approval date/time
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- Approval remarks
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- Full approval history
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---
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### Can an approval be revoked?
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**Generally no** once approved, due to:
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- Budget commitment
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- Audit requirements
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- Process integrity
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**Exception**: Some systems allow revocation if:
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- Not yet converted to RFQ/PO
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- Senior management authorization
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- Documented justification
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- Full audit trail maintained
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**Check with**: Your finance or procurement department.
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---
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### What if approver rejects my PR?
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**What happens**:
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1. PR status returns to "Draft"
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2. You receive rejection notification
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3. Rejection remarks explain what needs fixing
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4. You can now edit the PR again
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**Next steps**:
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1. Review rejection remarks carefully
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2. Make requested corrections
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3. Address all concerns
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4. Resubmit for approval
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**Tip**: Contact approver if rejection reason is unclear.
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---
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## After Approval
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### What happens immediately after approval?
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**Automatic actions**:
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1. Status changes to "Approved"
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2. Budget is committed
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3. Document becomes locked
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4. Notifications sent to procurement
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5. Audit log updated
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6. Approval information recorded
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**You can**: View PR and track its progress
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**You cannot**: Edit any information
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---
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### How long until I receive my items?
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**Timeline varies**:
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1. **PR to RFQ/PO**: 1-5 business days
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2. **Supplier processing**: 1-4 weeks
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3. **Shipping**: 1-8 weeks
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4. **Receiving**: 1-3 days
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**Total**: 2-12 weeks typical
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- Small items: 2-4 weeks
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- Standard items: 4-8 weeks
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- Special orders: 8-12 weeks
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- International: 12+ weeks
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**Track**: Via PO number once created
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---
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### Can I change delivery address after approval?
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**It depends**:
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- Not yet converted: Contact procurement, may be possible
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- Already converted to PO: Must change in PO, not PR
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- Already shipped: May not be possible
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**Best practice**: Verify delivery address before submitting PR.
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---
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### Can I cancel items after approval?
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**Process**:
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1. Contact procurement team immediately
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2. Explain why cancellation is needed
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3. If not yet converted: May be possible to close PR
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4. If converted to PO: Must cancel PO (complex process)
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**Consequences**:
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- Budget may remain committed temporarily
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- Supplier may charge cancellation fees
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- May affect future procurement
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**Prevention**: Verify requirements before submitting.
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---
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### Why hasn't my approved PR converted to PO?
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**Common reasons**:
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1. **Procurement queue**: Waiting for processing
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2. **Supplier verification**: Checking supplier availability
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3. **Budget confirmation**: Final budget check
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4. **Specifications**: Clarifying item details
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5. **Workload**: High volume period
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**Typical wait**: 1-5 business days
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**Action**: Contact procurement if waiting > 5 days.
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---
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## Document Locking
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### Why is my PR locked?
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**PRs are locked when status is**:
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- ✅ Pending Approval: In workflow
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- ✅ Approved: Budget committed
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- ✅ Converted to RFQ: Already converted
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- ✅ Converted to PO: Already converted
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- ✅ Closed: Process complete
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**Only Draft status allows editing**
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---
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### Can I unlock an approved PR?
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**No.** Immutability is by design:
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- Maintains audit trail
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- Protects budget integrity
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- Ensures compliance
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- Prevents unauthorized changes
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**Alternative**: Create new PR if significant changes needed (consult supervisor).
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---
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### What if I made a critical error?
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**Severity assessment**:
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**Minor error** (typo in description):
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- Probably acceptable
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- Document in notes
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- Correct in PO if needed
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**Moderate error** (wrong quantity):
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- Contact procurement immediately
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- May create amended PR
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- May adjust in PO stage
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**Critical error** (wrong item, wrong budget):
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- Contact supervisor and procurement
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- May need to close PR
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- Create new PR with corrections
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- Full documentation required
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---
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### Can administrators unlock PRs?
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**Generally no**, even for administrators:
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- System enforces immutability
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- Audit and compliance requirements
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- No "backdoor" edits allowed
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**Exception scenarios** (very rare):
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- System error/bug
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- Data migration correction
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- Legal requirement
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- Always requires full documentation and approval
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---
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### How do I view a locked PR?
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**You can always view**:
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1. Navigate to Procurement → Purchase Requisitions
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2. Click on the PR number
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3. View all information (read-only)
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4. Access approval history
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5. See related documents
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**Available actions**:
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- Print PR
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- Export to PDF
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- View audit logs
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- See approval remarks
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---
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## Errors and Issues
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### Error: "Cannot modify purchase requisition in 'Approved' status"
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**Meaning**: You tried to edit an approved PR
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**Why**: System protection to prevent unauthorized changes
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**Solution**: This is expected behavior. Approved PRs cannot be edited.
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**If you need changes**: See [What if I made a critical error?](#what-if-i-made-a-critical-error)
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---
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### Error: "Purchase requisition not found"
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**Possible causes**:
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1. PR was deleted
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2. Wrong PR number
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3. Insufficient permissions
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4. System sync issue
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**Solutions**:
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1. Verify PR number is correct
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2. Check if PR exists in list view
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3. Verify you have access permissions
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4. Contact IT if problem persists
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---
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### Error: "Budget code not found or inactive"
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**Meaning**: The budget code is invalid
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**Causes**:
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1. Budget code expired
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2. Budget code closed
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3. Typo in budget code
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4. New fiscal year
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**Solution**:
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1. Verify budget code with finance
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2. Get correct/active budget code
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3. Update PR with valid code
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4. Save and resubmit
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---
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### Save button is missing
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**Check**:
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1. **Status**: Is PR in Draft? (only Draft has Save button)
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2. **Page**: Are you on edit page? (view page has no Save button)
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3. **Permissions**: Do you have edit permissions?
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4. **Browser**: Try refreshing page (Ctrl+F5)
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**If Draft and on edit page but no button**: Contact IT support
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---
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### Submit button is grayed out
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**Common reasons**:
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1. **Required fields**: Some fields are empty
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2. **Validation errors**: Red text showing errors
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3. **No line items**: Must have at least one item
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4. **Budget invalid**: Budget code not valid
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5. **Already submitted**: Check if status changed
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**Solution**: Look for red error messages and fix them
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---
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## Budget and Finance
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### How do I know if budget is available?
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**Before creating PR**:
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1. Check budget reports in system
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2. Contact finance department
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3. Review budget allocation
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**During PR creation**:
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- System may show available budget
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- Budget lookup shows balance
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- May get warning if insufficient
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**After submission**: Finance reviews budget during approval
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---
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### What if budget runs out after I submit?
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**Timing matters**:
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- **Before approval**: May be rejected due to insufficient budget
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- **After approval**: Budget was confirmed, PR is honored
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**Rare scenario**: If budget is drastically cut, finance may review all commitments
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---
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### Can I split costs across multiple budgets?
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**It depends** on system configuration:
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- Some systems allow split billing
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- May need separate PRs for each budget
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- Check with finance department
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**Workaround**: Create separate PRs for each budget code
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---
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### Why was my PR rejected for budget reasons?
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**Common causes**:
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1. Budget fully utilized
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2. Budget frozen/locked
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3. Budget expired (fiscal year end)
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4. Wrong budget code used
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5. Amount exceeds authorized limit
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**Solution**:
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1. Contact finance for clarification
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2. Check budget reports
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3. Use alternative budget code
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4. Request budget adjustment
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5. Split PR if possible
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---
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## Technical Issues
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### Page won't load / keeps spinning
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**Try**:
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1. Refresh page (F5 or Ctrl+F5)
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2. Clear browser cache
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3. Try different browser
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4. Check internet connection
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5. Contact IT if problem persists
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---
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### Changes not saving
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**Possible causes**:
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1. Session timeout: Login again
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2. Network issue: Check connection
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3. Validation errors: Look for red text
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4. Browser issue: Clear cache or try different browser
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**Prevention**: Click "Save Draft" frequently
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---
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### Can't find my saved PR
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**Check**:
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1. **Filters**: Reset all filters in list view
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2. **Status**: Change status filter to "All"
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3. **Date range**: Expand date range
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4. **Search**: Try searching by PR number
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5. **Deleted**: PRs may have been deleted (if Draft)
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---
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### Print function not working
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**Try**:
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1. Use browser print (Ctrl+P)
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2. Export to PDF first, then print
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3. Check printer settings
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4. Try different browser
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5. Contact IT support
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---
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## Process and Policy
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### Can I create PR for personal use?
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**No.** PRs are for organizational purchases only. Personal purchases are not allowed through the system.
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---
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### What if vendor requires payment before delivery?
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**Process**:
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1. Create PR as normal
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2. Note payment requirement in remarks
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3. After approval, notify procurement
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4. Finance handles advance payment
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5. PO references prepayment
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**Common for**: Specialized equipment, custom orders, international vendors
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---
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### Can I specify a preferred vendor?
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**Yes**, usually:
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- Add vendor preference in remarks
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- Justify vendor preference
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- Final decision is procurement's
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**Considerations**:
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- Procurement policy may require competitive bidding
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- Dollar thresholds for sole source
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- Approved vendor list requirements
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---
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### What's the difference between PR, RFQ, and PO?
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**PR (Purchase Requisition)**:
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- Internal request to buy
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- Not sent to vendor
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- Starts procurement process
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**RFQ (Request for Quotation)**:
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- Sent to vendors
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- Requests price quotes
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- Competitive bidding
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|
**PO (Purchase Order)**:
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- Legal commitment to buy
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- Sent to chosen vendor
|
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- Authorizes delivery and payment
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**Flow**: PR → RFQ → PO → Delivery
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---
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|
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### Can I create PR for services, or only goods?
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**Both** typically:
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- Goods: Equipment, supplies, materials
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- Services: Consulting, maintenance, repairs
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- Works: Construction, installation
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**Note**: Different approval levels may apply to services vs. goods
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|
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---
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|
|
|
### What if emergency purchase needed?
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**Process**:
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|
1. Create PR immediately
|
|
2. Mark as "Urgent" or "Emergency"
|
|
3. Add justification in remarks
|
|
4. Contact approver directly
|
|
5. Expedited approval process
|
|
|
|
**Some organizations allow**:
|
|
- Verbal approval (documented later)
|
|
- Retroactive PR (after emergency purchase)
|
|
- Special emergency PO
|
|
|
|
**Check your organization's emergency procurement policy**
|
|
|
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---
|
|
|
|
## Still Need Help?
|
|
|
|
### Quick Troubleshooting Guide
|
|
|
|
1. **Can't edit**: Check PR status (must be Draft)
|
|
2. **Can't save**: Check for validation errors (red text)
|
|
3. **Can't submit**: Fill all required fields
|
|
4. **Page error**: Refresh browser, clear cache
|
|
5. **Budget issue**: Contact finance department
|
|
|
|
### Contact Support
|
|
|
|
**For**:
|
|
- **Technical issues**: IT Support
|
|
- **Process questions**: Procurement Team
|
|
- **Budget questions**: Finance Department
|
|
- **Approval questions**: Your Supervisor
|
|
|
|
### Training and Resources
|
|
|
|
- **User Guide**: Complete step-by-step instructions
|
|
- **Process Guide**: What happens after approval
|
|
- **System Administrator Guide**: Technical details
|
|
- **Training Sessions**: Check with IT for schedule
|
|
|
|
---
|
|
|
|
## Document Updates
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|
|
|
This FAQ is updated regularly based on common questions. If you have a question not covered here, contact IT Support and suggest adding it to this document.
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|
|
**Last Updated**: 2025-10-30
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|
|
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---
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**End of FAQ**
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|
|
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*For complete procedural information, see the User Guide and Process Guide documents.*
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