Overview of Requisitions
The following is an overview of the requisition process as provided in ClickHome.
- Capture the Requisition in the field via Mobile Manager.
- Requisition is synchronised to ClickHome.
- Approval / Rejection of the Requisition by a person with the appropriate authority
- Details of approval / rejection and Purchase Order (if applicable) synchronised back to Field Device
- Purchase Order flows back into ClickHome via Purchase Order integration (if enabled)
- Removal of Requisition details from Field Device as required by the user or when Job is closed and removed from the Field Device
The aim of the module is to:-
- Reduce or eliminate the need for manual purchasing books in the field.
- To create additional process control over project expenditure.
- To allow for central raising of Purchase Orders
- The module needs to be implemented with appropriate processes that will work for the business.
The following is a model of what a typical flow of information in a building company for Requisitions.
Mobile Manager enables the capture of the Requisition request from two places. It can be entered at the Job level or the Task level.
When opening a Job in Mobile Manager there is a Reqs menu option which when selected displays a menu that has an option to Add Requisition.
By selecting this option the screen to add a Requisition is then displayed
Similarly the addition of a Requisition can be done from an individual task.
The Requisition process requires a minimum amount of information to be collected in the field in order for a purchase order to be produced. The following items are captured.
Job – Auto populated from Job.
Task – Auto populated if launched from within task, blank if from the Job.
Cost Code – Manual optional input.
Quantity – Required field.
Description – Description of the goods
Item Code – if required or known otherwise can be blank. It is only used to give information to the person raising the Purchase Order.
Cost – the amount of the purchase. If exact amount not known then estimate required.
Cost Amount Type (Estimate, Agreed Quote or Maximum) – this is providing detail about the cost the person raising the Purchase Order.
Estimate – The Supervisors educated guess, a ball park amount, a firm price will be required.
Agreed Quote – The Supplier has already agreed the price.
Maximum – The Supplier has agreed to not exceed a price.
Approval Limits can be configured by your consultant, please contact ClickHome to configure this based on your internal WorkFlow.
Please find below an example of managing the upper limit by supervisor.
Approval / Rejection
As the Requisition is often required for emergency supply or repair the aim is to Approve or Reject the Requisition as soon as possible so that the Supervisor can get the task underway pending the availability of the Purchase Order. Therefore it is important that the approval / rejection notification is accurate and Purchase Order details communicated as soon as possible.
Requisitions are found in ClickHome by clicking on Ordering in the top menu.
By selecting the Requisitions tab various filters are available to select and review Requisitions as required. The default filter is All Approvals which shows all approvals visible to the user.
In addition to My Approvals the filters available are:-
All Not Approved – Shows all Requisitions that have not been approved or rejected i.e. the status is Pending.
All Approved – Shows all Requisitions that have been approved
All Rejected – All Requisitions that have been rejected
PO Required – All Requisitions that are Approved or Pending that do not have a Purchase Order number recorded against it.
Search is a special filter that allows for the identification of a number of criteria that filters the display based on what was selected.
Approved / Rejected
To Approve, Reject, enter Purchase Order details or Other Reference Number it is necessary to click on the line in the list menu list and the following detailed will be displayed.
This screen allows for the following actions:-
Enter the PO Reference number and Other Reference Number (any reference the client requires). It will be stored against the Requisition by selecting the Approve or Save buttons.
Whatever is entered in the Reason for Approve/ Reject field will be stored against the Requisition on selecting the Approve or Reject buttons.
Monitoring Requisitions via Field Device.
When the Requisitions are Approved, Rejected or have a Purchase Order Reference added after approval the information is transferred to the Supervisors Field Device at his next Synchronisation.
Requisitions can be view by selecting the Suppliers tab in the home screen on the Mobile Manager Home screen and then selecting View Requisition. The initial default view is to show all the Pending requisitions.
The view of the Requisitions can be filtered to All, Approved, Rejected or Closed.
It is also possible to additionally filter to the Job by the drop down list at the top of the screen. This is a sub filter to the main filter previously selected.
Detail of the Requisition approval is shown by clicking on the Requisition being queried.
Note: The App/Rej data comes from the Reason for Approval/Reject field in the Requisition Review screen.
A Requisition list is also available from the Job detail screen that is the same as that available from the Suppliers menu option on the Home screen. The exception is that the Requisitions displayed will only be those for this Job. If no Requisitions exist for this Job an error message is displayed.
Making Requisitions Work for You
Monitoring the Incoming Requisitions
The major step in making the Requisition system work for you is to monitor the incoming Requisitions. This would usually require the set up of a user in the administration or the scheduling section to either regularly see if there are any Requisitions awaiting approval or to automatically notify said person upon raising of Orders (usually via email notification to relevant user). Knowing that the Requisition has been raised starts the internal processes for raising a supplementary Purchase Order for the work / supply.
If the business uses two or more regions or business units with separate locations for the raising of Purchase Orders and all the Requisitions come into the one area it is possible that the Requisition could be classified in the Other Reference Number and each area select the Requisitions applicable to them and action only those.
The Requisition function could integrate with the building companies accounting system. The responsibility of identifying and raising the Purchase Order is a function of the building companies’ administrative staff. The Purchase Order, when raised, will integrate to ClickHome in the normal way if PO Integration is implemented. The PO number can be communicated to the Supervisor as part of the Requisition data and can then be attached to the task on which the Requisition was raised or alternatively create an autotask if raised from a job level.
Each Requisition is one item line.
While it is possible to include more than one item in the Requisition detail there are only one cost code, item code and value and therefore is limited in the number of items that it can identify. Multiple items will generally require multiple Requisitions.