Purchase Module Planned Flow of the Software # 001 = Purchase Requisition (PR) and PR Approval.

Purchase Module

Planned Flow of the Software# 001 = Purchase Requisition (PR) and

PR Approval

File # 001 Covers the first two cells of this flow chart

Purchase Requisition

P.R. Approval

Purchase Order

PO checking

PO ApprovalGate EntryQuantity

MRRQuality

Report ?

Excise taken ? Bill Passing Payment

This slide covers

PR is made by • Actual User, like

Production / Maintenance people

Indent Approval• By Plant Head

Logic

If the Indent is not approved,

Then, don’t waste time of Purchase Dept

Why should they check market,

Get rates, finalise a vendor

When that Indent is not approved ?

You can make Purchase Requisition at any stage we starting from Purchase & Procurement as you can see the second button in the right side list

As we click on ERP Common option a small POP-Up comes in front of you with some option as you see

Make Purchase Indent via use of this button

As we Click on New a pop-up come to ask the department for the indent or request

Example : Level 1 = BoardLevel 2 = which group =

HWC G/BHWC W/BLWC G/BLWC W/B

After selection of say HWC G/B, you can select exact paper size and GSM

Method 1 : Ladder TypeFirst select the Groups ( as shown here )Then subgroupThen, item

You can select the Item for PR here

Second option :

Free Google/Grid Search

With the help of escape button we can see all the Item on the screen, now select any 1

Select more items, one by oneAs desired == Google Search benefit

Fill the details like Item name Quantity, any remarks you want to give, desired date,

Shows the current stockPending Purchase requisitionsPending purchase ordersPress “SAVE”

Multiple option available to see the print format

Indent/Request Made

A lot of good information given in this print too – including previous vendor information

Next

Now Indent goes for approval

To process of your requirement concerned Head of Department needs to “approve” for that go to Approval Button in Purchase Module

Click on PR approval to approve your Pending PR

You can also select period to see pending PR, Party wise even item wise

Before approve you can check Item available in store, pending PR, PO and other records

You have the Choice to REFUSEIn that case, noting the reason for rejection is a “MUST”

Purchase Requisition is Made by actual user at the Plant

and Approved by Plant HeadThis is the Best Business Practice

Do you have a online System of “Purchase Requisitions” in your company ?

If not, please get this doneVery highly recommended.

Benefit

Many Problems are reduced , if you have a ERP based Purchase

Requisitions (P.R.)

Examples

1. Reduction in the manual work of Purchase Department.• No confusion of what is to be purchased. • Even the Raw Material grade, Qnty and Model number is clear• Just Select the P.R. and make the Purchase Order

2. Reduction in Mistakes• Cannot Purchase what is not required. • Answerability is with Production Dept too• / Wrong Material / wrong brand / wrong Product Specs.. Very clear

now

3. Transparent Information Flow• Production knows status of their Request • Approved or not ?• PO made or not ?• Material received or not ?• QC done or not ?• Goods available or not in stores ?

Print or not ?

1. Print or not ?• You can choose as per Your Choice• One Idea is = “Go Paper less”• Second idea is = Paper trail helps in followup and

action

2. Full page or Half ?• One Idea is = “Use A-4 rim, and Slice by half”

What if,

1. My Production people don’t know how to use computers ?• No problem• Ask the Receptionist madam to make on their behalf• But, let it remain “online”

2. I don’t have computers in Maintenance• No problem• They can come to a central computer for some minutes

and make their request, • The super benefit is that they can see the “current

stock in hand” automatically and also the lead time.• They can also see the alternatives available, and decide

whether they really need to buy ??

Indent is Ready + Approved

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