module:purchaseorder:purchaserequest:list
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module:purchaseorder:purchaserequest:list [2014/08/22 19:03] target |
module:purchaseorder:purchaserequest:list [2019/11/12 18:32] (current) target |
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| Purchase Request is an ordering process use to instruct someone to procure project requirements from local suppliers. | Purchase Request is an ordering process use to instruct someone to procure project requirements from local suppliers. | ||
| - | System Purchase Request list allows registration of Purchase Request for use within system modules. Purchase Request is directed to Purchasing department for further processing. Items on request may fall into two category, it can be for purchase or for production (with sub items). Each successful registration adds to the number of purchase request in the list and provided with a system generated code to distinguish one request from another. | + | System Purchase Request list allows registration of Purchase Request for use within system modules. |
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| + | Purchase Request is directed to Purchasing department for further processing, this will require purchasing department to create purchase orders and corresponding transfer job orders as the reference records. Items (Product or Service) | ||
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| + | Each successful registration adds to the number of purchase request in the list and provided with a system generated code to distinguish one request from another. | ||
| **Definition of Terms:** | **Definition of Terms:** | ||
| Line 13: | Line 17: | ||
| Purchase Request Record/ | Purchase Request Record/ | ||
| + | |||
| + | Procure - purchase/ | ||
| + | |||
| + | Main item - this is the product or service you will avail from supplier | ||
| + | |||
| + | Sub item - this is the item you will provide to supplier to get the main item | ||
| **User Involve:** | **User Involve:** | ||
| - | Project Manager or Supply chain is responsible for creating a purchase request to be processed and reported by purchasing department. They are all in charge of maintaining a transparent and accurate Purchase Request system. Item specification and material quality on request | + | Project Manager or Supply chain is responsible for creating a project related |
| + | |||
| + | Authorized users are also allowed to create PR to request their respective department requirement using the assigned department PIN. | ||
| **Forms:** | **Forms:** | ||
| - | Purchase Request- a system form use to instruct purchasing to procure listed items attached with detailed diagrams if necessary; formerly called Purchasing Job order (PJO) or Production Job order (PDJO) | + | Purchase Request- a system form use to instruct purchasing to procure listed items attached with detailed diagrams/ |
| **General Procedure/ | **General Procedure/ | ||
| - | **A. Creating a Purchase Request** | + | **A. Creating a Purchase Request |
| - | a.1. identify the items you need to purchase from local suppliers/ | + | a.1. identify the items you need to purchase from local suppliers/ |
| + | note: add item as sub item if it form part of an item | ||
| - | a.2. fill-up a Purchase Request and list the items you need to purchase | + | a.2. fill-up a Purchase Request |
| + | |||
| + | a.3. click save to make a " | ||
| - | a.4. click save to make a " | + | Note: User may select PR items base on the same project Parts list or from another PR. Just make sure that if you want to reference from PL plan ahead and itemize possible items accordingly and mark them as Main or Sub item. Main item would be the item or service you would avail from supplier while Sub item are raw materials, inventory or component you will provide. |
| - | **B. Sending a Purchase Request** | + | **B. Sending a Purchase Request |
| b.1. select the Purchase Request you want to send and execute by Purchasing Department | b.1. select the Purchase Request you want to send and execute by Purchasing Department | ||
| Line 40: | Line 56: | ||
| b.3. click " | b.3. click " | ||
| - | **C. Executing a Purchase Request** | + | **C. Executing a Purchase Request |
| c.1. select a Purchase Request you want to execute | c.1. select a Purchase Request you want to execute | ||
| Line 48: | Line 64: | ||
| c.3. click " | c.3. click " | ||
| | | ||
| - | c.4. create Purchase Order/s by filling-up a purchase order profile; see [[module: | + | c.4. create Purchase Order/s by filling-up a purchase order profile; see [[module: |
| - | c.5. create Transfer Job Order/s by filling-up a Transfer JO profile; see [[module: | + | c.5. create Transfer Job Order/s by filling-up a Transfer JO profile; see [[module: |
| **D. Reporting a Purchase Request** | **D. Reporting a Purchase Request** | ||
| Line 56: | Line 72: | ||
| d.1. system automatically updates purchase request status to partial or complete when matching transfer job orders were updated | d.1. system automatically updates purchase request status to partial or complete when matching transfer job orders were updated | ||
| + | **E. Changing Purchase Request Quantity - when On-going or Partial Status (Requestor)** | ||
| + | e.1. select a purchase request you need to change in request quantity (PR Qty) | ||
| + | e.2. consider status of request and discuss with Purchasing (about effect of changing order to supplier) | ||
| - | **E. Cancelling a Purchase Request** | + | e.3. edit PR Qty given considerations |
| - | e.1. identify | + | e.4. click " |
| - | e.2. check JO status | + | Note: items added on PO will appear on PR with remark "items not on PR" |
| - | if JO status: | + | **F. Cancelling a Purchase Request** |
| - | -draft: any PM can cancel (cancel your own JO or as assigned by creator of JO) | + | |
| - | -new or on-going: warehouse manager is the only person with the rights to cancel as ordered by PM (through call,text or email) | + | |
| - | -previously only department manager has the right to cancel to act as arbiter between PM ans WM | + | |
| - | -complete: completed JO can not be cancelled | + | |
| - | e.3. click " | + | f.1. identify |
| - | **Notes:** | + | f.2. check PR status |
| - | All type Job orders have the same status | + | if PR status: |
| + | -draft: any PM can cancel (cancel your own JO or as assigned by creator of JO) | ||
| + | -new or on-going: check if there is a related Purchase Order or Transfer JO then check the following condition/ | ||
| + | |||
| + | >if no related PO or TR inform Purchasing Department first | ||
| - | Transfer | + | >if there is a Transfer |
| - | * Draft - the list of items for transfer is being finalized | + | >if no Transfer JO, check supplier regarding |
| - | * New - transfer job order details are final and sent to warehouse for execution | + | |
| - | * On-going - job order was acknowledged by warehouse and is transferring listed items from requested location to designated location | + | -complete: completed PR can not be cancelled |
| - | * Partial | + | |
| - | * Complete - items for transfer were all transferred to designated location | + | |
| - | * Cancelled - job order is cancelled | + | |
| - | For information about Transfer Job order details please see about page under [[module: | + | f.3. click " |
| + | **Notes:** | ||
| + | Purchase Request Status are as follows: | ||
| + | * Draft - the list of items for purchase request is being finalized | ||
| + | * New - purchase request details are final and sent to purchasing for purchase order | ||
| + | * On-going - purchase request was acknowledged by purchasing and is working with suppliers and warehouse | ||
| + | * Partial - one of related transfer JO of PR has been reported with list of items transferred | ||
| + | * Complete - all of related transfer JO of PR have been reported with transferred quantity matching purchase request quantity | ||
| + | * Cancelled - purchase request is cancelled by sender due to reasonable reasons | ||
| - | + | For information about Purchase Request details | |
| - | Notes: | + | |
| - | + | ||
| - | For instructions on how create a new purchase request record | + | |
| - | Purchase Request is for giving order to purchase materials or produce/ | ||
module/purchaseorder/purchaserequest/list.1408705389.txt.gz · Last modified: 2014/08/22 19:03 by target
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