This section is the Purchase Request List. It contains the list of Purchase Request records.

Overview:

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, this will require purchasing department to create purchase orders and corresponding transfer job orders as the reference records. Items (Product or Service) on request may fall into two category, it can be for purchase (outright) or for production/fabrication (with sub items supplied by the company as raw material/component/part).

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:

Purchase Request List - database of company Purchase requests

Purchase Request Record/Profile - consists pertinent information about the Purchase; found under Purchase Order-Purchase Request

Procure - purchase/buy/fabricate and the like

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:

Project Manager or Supply chain is responsible for creating a project related 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 should preferably attached with designer drawings to procure the required products accurately.

Authorized users are also allowed to create PR to request their respective department requirement using the assigned department PIN.

Forms:

Purchase Request- a system form use to instruct purchasing to procure listed items attached with detailed diagrams/drawings if necessary; formerly called Purchasing Job order (PJO) or Production Job order (PDJO)

General Procedure/Instruction:

A. Creating a Purchase Request (Requestor)

a.1. identify the items you need to purchase from local suppliers/fabricators (finish, sub, or raw material) note: add item as sub item if it form part of an item

a.2. fill-up a Purchase Request profile and list the items you need to purchase (or check items if a reference PL is selected); Purchase Request Profile (Purchasing Job Order - PJO)

a.3. click save to make a “draft” Purchase request

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 (Requestor)

b.1. select the Purchase Request you want to send and execute by Purchasing Department

b.2. review and finalize the details

b.3. click “Post” to send

C. Executing a Purchase Request (Purchasing)

c.1. select a Purchase Request you want to execute

c.2. review and understand the details

c.3. click “On-going” to acknowledge the details in Purchase Request and notify sender that you will now start serving, else request revision or ask questions from sender given the unclear/unacceptable details

c.4. create Purchase Order/s by filling-up a purchase order profile; see Purchasing Order List for separate instructions

c.5. create Transfer Job Order/s by filling-up a Transfer JO profile; see Job Order Transfer List for separate instructions

D. Reporting a Purchase Request

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.3. edit PR Qty given considerations

e.4. click “change Qty” to save changes made (all PO with Ordered status will change to FOR REVISION to note purchasing about the changes made)

Note: items added on PO will appear on PR with remark “items not on PR”

F. Cancelling a Purchase Request

f.1. identify the Purchase Request for cancellation

f.2. check PR 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/s:

>if no related PO or TR inform Purchasing Department first

if there is a Transfer JO report (partial or complete), PR can not be cancelled

if no Transfer JO, check supplier regarding the status of Purchase Order/s if can be cancelled, when allowed proceed to cancellation of PR

-complete: completed PR can not be cancelled

f.3. click “Cancel” following the given conditions

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 please see about page under Purchase Request Profile.