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. 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.

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

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 must be backed with designer drawings to procure the required products.

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)

General Procedure/Instruction:

A. Creating a Purchase Request

a.1. identify the items you need to purchase from local suppliers/fabricators

a.2. fill-up a Purchase Request and list the items you need to purchase

a.4. click save to make a “draft” Purchase request

B. Sending a Purchase Request

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 Job Order

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 fill-up a Purchasing Order Profile

D. Reporting a Job Order

d.1. upon execution fill-up needed information on the printed JO

d.2. finalize printed JO report

d.3. using printed JO report, create a JO report using the reference JO in the system

d.4. click “Report” to notify sender of the work done

d.5. make report until JO status is “Complete”

E. Cancelling a Job Order

e.1. identify the job order for cancellation

e.2. check JO status

if JO status: -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)

1. 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 “Cancel” following the given conditions

Notes:

All type Job orders have the same status naming convention but may differ in meaning.

Transfer Jo Status are as follows:

• Draft - the list of items for transfer is being finalized
• 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
• Partial - job order is reported by warehouse to notify that some items were already moved by cannot complete due to circumstances
• Complete - items for transfer were all transferred to designated location
• Cancelled - job order is cancelled by sender due to reasonable reasons

For information about Transfer Job order details please see about page under transfer job order profile.

Notes:

For instructions on how create a new purchase request record please see Create New Record and fill up Purchase Request Profile.

Purchase Request is for giving order to purchase materials or produce/fabricate materials from local suppliers. This will be processed by purchasing department with purchase/production orders and corresponding transfer job orders as the reference records.