Request for Purchase

Workflow

The basic process is as follows:

  1. An RFP is created by a supervisor or delegated member of staff for either a new item or for an existing one.

  2. It is then approved by the Director of the Department.

  3. It is then passed on to the Finance department delegate for approval.

  4. After the dual approval has been completed the RFP is sent to the Procurement Manager or his delegate for final authorisation and next steps.

5. Next steps include creation as a Quotation or a Purchase Order depending on the urgency of the order, availability of the items, the specifications of the item and identification of possible Vendor(s).

To Create a Request for Purchase

  1. Click Request for Purchase on the navigation bar

  2. Click the Add Request Add_Request.png button and the Create Request for Purchase page is displayed:

  3. To Create a Request for Purchase, for an existing item

    • Select an Item Type - Existing

    • Select a Priority (Low, Normal, High or Urgent)

    • Select a Destination

    • Enter Item Sku or Description

    • Enter Quantity

    • Enter Expected Total Cost

    • Select a Vendor

    • Click Add to Cart

    • The item should be added to the cart

    • If more items are needed, request the above steps

    • Click the Trash Bin button to remove items from the cart

    • Click Create, when all items have been added to the cart

Existing_rfp.png

  1. To Create a Request for Purchase for a new item

    • Select an Item Type - New

    • Select a Priority (Low, Normal, High or Urgent)

    • Select a Destination

    • Enter Item Sku or Description

    • Enter a Reference Number

    • Enter Quantity

    • Enter Expected Total Cost

    • Select a Vendor

    • Enter a URL (if required)

    • Enter Notes (if required)

    • The item should be added to the cart

    • If more items are needed, repeat the above steps

    • Click the Trash Bin button to remove items from the cart

    • Click Create, when all items have been added to the cart

New_rfp.png

  1. Once completed, the Edit Request for Purchase page is displayed, ensure to verify all details before Authorizing:

    • Requested by

    • Date Created

    • Destination

    • Vendor

    • Sku/Description

    • UoM

    • Quantity Total

    • Total Cost

    • Click the down arrow button - this will display Type and Barcodes

    • Status Box should display - RFP Number

      • Item Type

      • Priority

      • Distinct Items

      • Total Cost Status

    • Cancel button

    • Authorize button

    • Actions button - Force Authorize (if required)

    • Request Purchase List - to return to the list page

Edit_rfp.png