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Purchase order Request By Employees
The Purchase Order Request by Employees module streamlines the purchase request process for organizations by allowing employees to initiate purchase requests through dynamic stages. Each stage of the purchase request can be customized, and designated access groups are assigned to approve each stage, ensuring a structured and secure workflow.
Features
Screenshots
Support
Service
Features
Dynamic Stage Management
The module provides a highly customizable approach to managing purchase request stages. Organizations can create and configure stages based on their needs, specifying which access group has approval rights at each stage.
Multiple RFQ/PO Creation
This feature enables users to generate multiple RFQs (Request for Quotations) or POs (Purchase Orders) from a single purchase request. The user-friendly interface allows users to create these documents quickly and efficiently, saving time and reducing the risk of errors during the procurement process.
Alerts and Stage Transitions
The module provides built-in alerts that notify users when a stage transition or action is not permitted, such as when a request manager tries to mark a request as "Done" without the necessary permissions.
Screenshot
1.) User Form View
This view allows users to configure the roles and permissions for employees or managers in the purchase request process. It is essential for managing who can request purchases and who has approval authority for each stage.
Navigation : Settings → Users & Companies → User
2.) Stage tree view
The list view of the stages is shown below. You can configure stages according to the organization's rules and select the access groups that can approve each stage.
Navigation : Purchase Request → Purchase Request → Stages
3.) Stage form view
In the stage form view, enter the stage name, the next stage name, and select the access group that can approve it.
4.) Purchase request form view
Now, when a user requests a product purchase, the requesting user can only see the product request part.
Navigation : Purchase Request → Purchase Request → Purchase Request
5.) Purchase request form view
When the request is in the new stage, if the requesting user tries to confirm it, an alert is generated because the user does not have access to confirm the request. Users can see information about cancelling or purchasing requests in the 'Other Information' tab.
6.) Purchase request form view
After pressing the 'Approve' button, the request moves to the confirm stage.
7.) Purchase request form view
After that, if users try to confirm the request, an alert is generated.
8.) Purchase request kanban view
Now, when the request manager logs in, they can see all requests.
9.) Purchase request form view
The request manager can confirm that request.
10.) Purchase request form view
If the request manager tries to mark the request as 'Done', an alert is shown because the manager does not have access to complete the request.
11.) Purchase request form view
The next stages can be approved by the designated access group, so an alert is generated if the request manager tries to mark the request as 'Done'.
12.) Purchase request form view
Now, when the purchase user logs in, they have access to complete this request. Therefore, the purchase request moves to the 'Done' stage after pressing the 'Approve' button.
13.) Purchase request form view
The purchase user can either cancel this request or create the purchase order.
14.) Purchase request form view
After selecting the vendor, the purchase user (who has access) can create the purchase order.
15.) Purchase order form view
The created purchase order form view looks like below.
16.) Purchase request form view
Using the smart button, you can see the created RFQ/PO. You can find information about purchase requests in the 'Other Information' tab.
17.) Purchase request form view
Press the "cancel" button to cancel the purchase request.
18.) Purchase request form view
Write the cancel reason and press the "Cancel Request" button.
19.) Purchase request form view
After cancelling the request, it moves to the 'New' stage using the 'Set To Draft' button. You can see the cancelled request details in the 'Other Information' tab.
20.) Purchase request form view
The request goes to the 'New' stage. From here, all processes need to be completed to create the purchase order.
21.) Purchase request kanban view
You can group purchase requests by vendor, employee, request user, stage, request date (day, week, month, quarter, year), and request type.
User Guide
