Budget Controlled Requisitions
Functional Flow Diagram

Raising Requisitions (Purchase Requisitions –PR)
Purchase Requisition is the process of registering a need for a material and Capital equipment for Project execution.

The objective of Purchase requisition processing is to enable the timely and efficient request of materials and capital equipment to support project execution and operational services and it will be processed for the appropriate approval of the purchase request.

Purchase Requisitions will be raised by the Planning Engineer and it will be sent to authorized person for authorizing the same. Purchase requisition will be raised for Machinery, STI, Formwork based on the resource type selection.

    PR’s has to be raised against Jobs and warehouses. Warehouse will be displayed based on the selected Job (i.e. HO, RO and Other administrative offices also will be treated as a job for this purchase) and departments. PR Numbers and the date of requisition will be generated by the system.

    Purchase Requisition is two types, one is Regular purchase requisition and another is for Direct Cash Purchases.

    Based on the nature of the requirement, requisition material type (SCOPE, IDC, CAPEX) will be chosen. A reference number based on the requisition material type will be selected. Based on the requisition material type mapped against reference info, Group / Items will be populated in the material selection along with Attributes. PR’s will be restricted with the items planned against the reference details. If the items are planned against IDC then PR’s are restricted against GL wise. By using “Fetch Previous Requisitions” user can copy the requisitions raised earlier.

    Before sending for approval user can modify the purchase requisition ‘n’ number of times. If job type is ‘devisable or non devisable’ then provision will be given to select the BOQ, based on the selection of Scope Info, and related material quantity control will be done.

    Requested Items Details:

    After the selection of materials, system will do the validation against the pending quantities has to be processed against the PR reference details. If the requested quantity exceeds the quantity allotted for the particular reference, then system will throw an alert and the PR will be routed through one more additional approval process for Planning Head. During the validation, system will also take care of the PR’s under execution. In addition to that, user will be given a provision to enter additional remarks and recommended supplier information.

    Scheduling

    Against the materials requested, system will give the provision to specify the expected date of usage schedules. Provision will be given to define delivery schedules against warehouses (only for materials).

Requisition Approval

After the PR preparation, necessary approval authorities have to approve the PR for the further execution. For the PR Approval, one detail view will be shown to the user to know the list of pending PR’s with the necessary information ( i.e. Job, Warehouse, Requisition type, Requisition Material Type, Purpose, Department & Material Details etc., ). During authorization, by double clicking the detail view, user can invoke entry screen of PR to view the completed details related to PR. Based on user privileges, user can modify / recommend modifications against that PR. In this complete view mode, user can edit (if user has the privilege) any requisition details like Quantity Increase / decrease, delete or add items. If the approver modified the transaction information, then the modified fields will be highlighted with different colour and immediate notification will be sent to the person raised the PR. If approver recommends any modifications the same will be sent as alert to the PR raised person. System will allow to define multiple levels of authorization based on the data available in PR. Approver will be given provision to authorize, to reject or to forward for re-generate / re-process . PR’s will be taken for further actions after the authorization of last level approver. After the approver action, immediate notification will be sent to the person raised the PR. System will not allow the user to approve the requisitions against (Requested Quantity > Planned Quantity/ ETC Quantity) and this is applicable for the items planned by quantitative.

Purchase Requisition Amendment:

Requisition Amendment is a process of making the changes in the approved PR’s. Based on the requisition number selection, the information will be fetched and shown from the approved PR. Amendment number will be running serial numbers against requisition. PR Amendment process will facilitate the user to modify item related information ( if it is not yet processed), item remove & add, quantity increase / decrease ( Quantity decrease only applicable for pending quantity), schedule change ( applicable for pending items only ), recommended supplier change and change of additional remarks. System will not allow the user to approve the requisitions against (Requested Quantity > Planned Quantity/ ETC Quantity) and this is applicable for the items planned by quantitative. During the amendment, system will also take care of the PR’s under execution,

Purchase Requisition Amendment Approval:

Approval process will be given as like same as PR Approval.

Purchase Requisition Closing:

Closing PR’s will disable the PR’s from the further actions, and the necessary reverse updation against pending quantity for reference details ( Scope / IDC / CAPEX) will be taken care. System will not allow the user to close the PR’s partially, if any requirement arises like that then the same has to be handled through PR Amendment.

Allocation of Materials Against Requisitions

Allocation is the process of preparing transfer requests the materials which is available in other Projects (Jobs). This process is used to raise transfer request to the available warehouse from the currently required warehouse. During the allocation process, system will show the available stock details against individual ware houses and Jobs.

Transfer Request Approval

This process is used to raise the transfer request to the warehouses against the allocation of materials. The transfer request has to be authorized by the Stores In charge along with Project In charge.

Material Transfer – Against Request

This process is used to transfer the materials against the Material Transfer Request. The Material transfer is used to transfer the material to other Job’s warehouses.

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