A Purchase Request (PR), also known as a Procurement Request, is a formal request to procure goods or services within an organization. This document is pivotal in managing and controlling organizational spending, ensuring that all purchases are justified, approved, and aligned with company policies. This manual guides you through creating a Purchase Request in SIX ERP, from navigation to submission and approval processes.
Log into SIX ERP: Start by logging into your SIX ERP account with the necessary permissions.
Access Purchase Requests:
Navigate to the "Purchase" module from the main menu.
Select "Purchase Request" from the dropdown options.
Click on "NEW" to initiate a new Purchase or Procurement Request.
PR Code: Assign a unique code for identifying the Purchase Request.
PR Name: Provide a descriptive name for the Purchase Request for easy reference.
Department: Select the department making the request to ensure proper allocation and tracking.
Currency: Specify the currency for the transaction, important for budgeting and financial reporting.
If a similar estimate was previously created for a client, or an invoice exists that matches your procurement needs, you can use these as templates for populating the products in your PR. This feature streamlines the process and ensures consistency in orders.
Requester: Indicate the individual or position requesting the procurement.
PR Type: Choose between OPEX (Operational Expenditure) or CAPEX (Capital Expenditure), depending on the nature of the purchase.
Description of the PR: Provide a detailed description of the goods or services being requested, including any specifications or preferences.
After filling out the form:
Review: Ensure all information is correct and complete.
Submit the Request: Click on "SUBMIT" to move your PR from "DRAFT" to the approval stage.
Initial Status: Upon submission, the PR's status will be "DRAFT".
Request Approval:
In the Draft preview window, locate and click the "REQUEST APPROVAL" button.
This action automatically sends the PR to the designated approvers for their signature and/or authorization.
Approval Statuses: A PR typically transitions through several statuses, starting with "DRAFT" and then moving to either "APPROVED" or "REJECTED", depending on the outcome of the approval process.
Approval Notification: Approvers receive a notification to review and decide on the PR. Their decision will update the PR's status accordingly.
Once a Purchase Request (PR) is approved and its status changes to "APPROVED," the next step is often to share this information with potential vendors to initiate the procurement process.
SIX ERP facilitates this through two main options:
direct email communication -or -
manual sharing.
For a seamless experience, you can utilize the mail functionality within SIX ERP to directly send an email to the vendor, attaching a PDF of the PR.
To do this, navigate to your list of PRs, find the approved PR, and open the action menu on the right side of the line item. Select "Request Quotation" from the menu, which opens a dialog allowing you to choose the vendors you wish to share your PR with.
After selecting the desired vendors, click on "SEND" to confirm. The selected vendors will immediately receive an email containing the PDF attachment of your PR.
Alternatively, if you prefer a more hands-on approach or need to follow specific protocols, you can download the PDF of the PR and send it manually to your vendors. This flexibility ensures that you can communicate with your vendors in a manner that best suits your business processes and preferences, streamlining the procurement process and facilitating efficient vendor engagement.
It's important to note the alternating use of terminology within SIX ERP and similar systems. What is referred to as a "Purchase Request" in some contexts may also be known as a "Procurement Request" in others. Despite the different nomenclature, the function and purpose remain the same—to formally request the acquisition of goods or services following organizational protocols.
Creating a Purchase or Procurement Request in SIX ERP is a straightforward process designed to ensure that all purchases are necessary, justified, and aligned with the company's budget and operational requirements. By following these steps, you can efficiently navigate the system, ensuring that your procurement activities are both effective and compliant with organizational standards.