Purchase Requisitions

Purchase requisitions are internal requests for goods or services that initiate the procurement process. This guide covers the complete requisition workflow in Angage ERP.

Understanding Requisitions

Purpose of Requisitions

• Control spending before commitment
• Ensure budget compliance
• Maintain approval hierarchy
• Track procurement needs
• Prevent maverick spending

Requisition Types

Standard Requisition

• Regular procurement needs
• Normal approval flow
• Standard lead times
• Budget-controlled

Urgent Requisition

• Emergency purchases
• Expedited approval
• Priority processing
• Special justification

Blanket Requisition

• Recurring needs
• Period-based
• Pre-approved amounts
• Simplified ordering

Capital Requisition

• Asset purchases
• Special approval
• Budget allocation
• Depreciation planning

Creating Requisitions

Quick Creation

1. Navigate to Purchase → Requisitions
2. Click New Requisition
3. Enter header details:
   • Description: Clear purpose
   • Requested By: Auto-filled
   • Department: Cost center
   • Required Date: When needed
   • Priority: Normal/Urgent

Adding Line Items

From Catalog

1. Click Add from Catalog
2. Browse/search products
3. Select items
4. Enter quantities
5. System fills pricing

Free Text Items

1. Click Add Line
2. Enter description
3. Specify details:
   • Quantity needed
   • Estimated price
   • Preferred vendor
   • Specifications
4. Attach documents

From Templates

1. Click Use Template
2. Select template:
   • Office supplies
   • IT equipment
   • Maintenance items
   • Travel requests
3. Modify as needed
4. Save requisition

How-To Guides

How to Submit for Approval

1. Complete requisition details
2. Review totals and budget
3. Click Submit for Approval
4. System checks:
   • Budget availability
   • Approval limits
   • Required fields
   • Policy compliance
5. Routes to approver

Auto-Save Feature

Requisitions auto-save every 30 seconds. You can leave and return to continue editing draft requisitions.

How to Track Approval Status

Approval Stages

Monitor progress through:

1. Draft: Being prepared
2. Submitted: Awaiting approval
3. In Review: Under evaluation
4. Approved: Ready for PO
5. Rejected: Needs revision
6. Cancelled: No longer needed

Status Tracking

• Email notifications
• Dashboard widgets
• Mobile app alerts
• Approval timeline
• Comments/feedback

How to Handle Rejections

When requisition is rejected:

1. Review rejection reason
2. Click Revise Requisition
3. Make required changes:
   • Adjust quantities
   • Change vendors
   • Update justification
   • Modify specifications
4. Resubmit for approval

How to Convert to Purchase Order

After approval:

1. Open approved requisition
2. Click Create PO
3. Select processing options:
   • Single PO: All items together
   • Split POs: By vendor
   • Partial: Select specific lines
4. System creates PO(s)
5. Links maintained for tracking

How to Manage Blanket Requisitions

Setup

1. Create requisition
2. Set as "Blanket"
3. Define parameters:
   • Valid period
   • Maximum amount
   • Allowed items
   • Release rules
4. Get approval
5. Enable for use

Releases

1. Create release order
2. Reference blanket
3. Specify items/amounts
4. Auto-approved within limits
5. Track against blanket

How to Set Up Approval Workflows

Basic Approval Chain

1. Go to Settings → Approval Workflows
2. Create new workflow:
   • Name: "Standard Purchase"
   • Type: Purchase Requisition
3. Add approval levels:
   • Level 1: Direct Manager
   • Level 2: Department Head ($5,000+)
   • Level 3: CFO ($25,000+)

Advanced Rules

Configure conditions:

• Amount thresholds
• Category-specific
• Vendor-specific
• Budget type
• Urgency level

Advanced Features

Budget Integration

Budget Checking

Real-time validation:

• Available budget
• YTD spending
• Commitment tracking
• Over-budget warnings
• Re-allocation options

Budget Reservation

Upon approval:

• Funds reserved
• Budget updated
• Commitment created
• Reports updated
• Alerts triggered

Requisition Templates

Creating Templates

1. Build standard requisition
2. Save as template
3. Configure:
   • Template name
   • Category
   • Sharing options
   • Update schedule
4. Publish for use

Template Management

• Version control
• Usage tracking
• Update notifications
• Approval requirements
• Retirement process

Mobile Requisitioning

Mobile Features

• Create on-the-go
• Photo attachments
• Voice descriptions
• Barcode scanning
• Offline capability

Approval via Mobile

• Push notifications
• Quick approve/reject
• Add comments
• View attachments
• Delegate options

Analytics & Insights

Requisition Metrics

• Processing time
• Approval delays
• Rejection rates
• Budget utilization
• Savings achieved

Spend Analysis

• By department
• By category
• By requester
• Trend analysis
• Forecast accuracy

Best Practices

Clear Requirements

• Detailed descriptions
• Complete specifications
• Accurate quantities
• Realistic dates
• Proper categorization

Budget Awareness

• Check availability first
• Consider alternatives
• Bulk ordering benefits
• Timing optimization
• Cost center accuracy

Approval Efficiency

• Complete information
• Clear justification
• Supporting documents
• Advance notice
• Follow-up promptly

Vendor Guidance

• Suggest preferred vendors
• Note past purchases
• Include quotes
• Specify requirements
• Alternative options

Configuration

Requisition Settings

Navigate to Settings → Purchase → Requisitions:

• Numbering: REQ-YYYY-00001
• Default Validity: 30 days
• Budget Check: Mandatory/Warning
• Approval Required: Always/Threshold
• Auto-Convert: Yes/No

Field Configuration

Customize fields:

• Required fields
• Default values
• Dropdown options
• Validation rules
• Help text

Notification Setup

Configure alerts:

• Submission confirmation
• Approval requests
• Status changes
• Expiry warnings
• Budget alerts

Integration Points

Connected Systems

• Budget Module: Real-time checking
• Vendor Management: Preferred suppliers
• Inventory: Stock availability
• Projects: Project purchasing
• GL Accounts: Coding validation

External Connections

• Punch-out catalogs
• Vendor portals
• Approval apps
• Budget systems
• Procurement cards

Troubleshooting

Common Issues

Cannot submit requisition

• Check required fields
• Verify budget availability
• Review approval rules
• Validate line items

Approval stuck

• Check approver availability
• Review delegation settings
• Verify workflow configuration
• Check system notifications

Budget check failing

• Verify budget period
• Check cost center
• Review allocations
• Update commitments

Cannot convert to PO

• Check vendor status
• Verify item details
• Review pricing
• Check permissions

Next Steps

Learn about Purchase Orders to understand how approved requisitions become vendor commitments.