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A line of a request contains the quantity and requested date of the material to be supplied or the quantity of the service to be performed. The requester can also indicate the service specifications if needed, including detailed descriptions, technical requirements, or specific supplier conditions. This way, the purchasing team has all the necessary information to make informed procurement decisions, reducing delays and ensuring alignment with operational needs.
Create requests directly
Authorized users, like demand planners or production managers, can directly introduce a purchase request to ensure they get the needed materials and external services on time. They can specify the required items, quantities, and delivery dates, ensuring procurement aligns with operational needs. This manual request capability provides flexibility for urgent or unplanned requirements, complementing automated procurement workflows.
Implement Purchase Request Validation for Enhanced Control
Define purchase request managers responsible for validating purchase requests before they can be confirmed. These managers can review pending requests and their statuses, ensuring that every request meets the necessary criteria before proceeding. Once all required validations for a purchase request are completed, it can be confirmed for processing.
Additionally, users with the authority to validate across all configured tiers can directly confirm the operation without needing to request validation, streamlining the approval process and reducing delays in procurement. This feature enhances accountability and oversight, ensuring that all purchase requests are properly reviewed before being acted upon.
Automated requests from procurement orders
Purchase requests can be created automatically from procurement orders (Manufacturing Orders or Sales Orders). When a procurement order requires materials or services that are bought, the system generates a purchase request instead of a direct purchase order. This ensures that procurement aligns with actual demand while maintaining control over approvals and supplier selection.
Easy Purchase
Create the RFQs with a click
Once the purchase request is approved, the Purchase personnel can select one or more requests and directly create a Request for Quotation by selecting one supplier. The system consolidates request lines whenever possible, optimizing the RFQ by grouping similar items and recalculating quantities based on supplier constraints, such as minimum order requirements. This ensures a streamlined procurement process, reducing manual effort and improving purchasing efficiency.
Optimize RFQs by Merging Purchase Requests
When creating a Request for Quotation for one or more purchase requests, the purchasing team can choose to select an existing RFQ. In this case, the application will search for existing lines matching the request one and will add the extra quantity to them, recalculating the minimum order quantity if it exists for the supplier of that RFQ. This helps consolidate purchases, reduce the number of RFQs, and take advantage of better pricing or supplier terms, improving procurement efficiency and cost-effectiveness.
Use Filters
Filter requests
It is possible to filter requests by their approval status, allowing users to quickly identify pending, approved, or rejected requests. This helps streamline procurement workflows by ensuring that only authorized requests proceed to the purchasing stage while keeping visibility over request progress and decision-making.
Organize Purchase Requests by department
The user department appears in the purchase request form and allows grouping by department in the tree view. When editing the 'Purchase Request' form and selecting the field, the requester's department will be automatically set. This ensures better visibility and tracking of purchase requests by department, facilitating reporting, budgeting, and approval workflows.
Manage Exceptions for Streamlined Procurement
Attach several customizable exceptions to your purchase request, allowing you to filter requests by exception type and address any issues efficiently. This feature is especially useful in scenarios involving mass purchase request imports, as it helps identify and rectify errors that may occur during the import process, such as products not found in Odoo or incorrect line formats. By having a clear overview of exceptions, the purchasing team can quickly resolve issues, ensuring that procurement workflows remain smooth and efficient.
Enhance Purchase Request Management with Configurable Types
Purchase requests can have configurable types, allowing users to choose a specific type that indicates the intention of the request, such as selecting "Reduce Step" to prevent the creation of an RFQ. This type can be utilized in filters and groupings, enabling better organization and visibility of requests based on their purpose.
To use this feature, simply attribute a type when editing purchase requests. This customization empowers users to streamline their procurement processes and improve overall efficiency by easily identifying and managing different categories of requests.