Request a purchase, compare suppliers and use agreements

Before you start

Have at hand the products or services, the quantities, the dates they are needed and the approver's name. Before confirming an order, the Purchasing team reviews the supplier and the fiscal information.

Step by step

1. Request approval

Open Purchase Requests and create a request with the requester, description, company, required dates and lines. Save and choose Request approval. The approver reviews the justification and chooses Approve or Reject; when rejecting, record the reason.

2. Create and compare quotations

On an approved or in-progress request, choose Create RFQ. In the wizard, check the supplier, the selected lines and the quantities. Open the resulting quotation and check its links to the request. Use Create Alternative to consult another supplier, then Compare Product Lines to compare price, quantity and delivery date. Decide whether the alternatives not chosen should be kept or cancelled.

3. Release orders against an agreement

For recurring purchases, open Blanket Orders, enter the supplier, validity, products, quantities and prices, and confirm the agreement. Create quotations from it as each purchase is needed. Check the agreement reference and the accumulated quantities before each order.

4. Track receipt and close the request

Confirm the reviewed purchase order and follow its receipts and bills. Use the request counters to open the linked orders and transfers. Mark the request Done when the need has been met or resolved, recording any partial fulfillment.

Expected result

A traceable chain from the approved request to the quotation, the purchase order and the received quantity.

If something goes wrong

Create RFQ appears on an approved or in-progress request that still has a quantity to purchase. Before creating another quotation, open the orders already linked from the request counters.

Continue the process

• Purchase, receive and check a supplier invoice
• Purchases