Purchase Request

The Purchase Request Process is used by employees of an organization, who need to purchase items from external suppliers, that require managerial and supervisory approval.

How to Run a Process

5 videos
5 minutes

Part 1

To begin, the user logs into ProcessMaker and begins a new case.  From the list, he selects the Purchase Request Process and start the case.

The Request Dynaform will appear, where the user’s information is automatically entered, and he can select items.

Here are some demonstration items, you can see that the “Category” and the “Item” drop downs are dependent fields.  The list of items is dependent upon which category has been selected. Then a quantity and description are entered before the user clicks “Accept”.

This case will now move to the supervisor for approval.

Part 2

The “Order Approval” task of the Purchase Request Process is very simple.

The supervisor logs into ProcessMaker, and opens the case from his Home area

Once the case is open, the supervisor can revise all of the details submitted by the first employee.  The supervisor then goes ahead and uses a dropdown to select whether or not this is approved.

After completing the task, he is returned to the inbox.

Part 3

Once a Purchase Request Order has been approved by the supervisor, it moves to quote elaboration.

Here, a Warehouse Manager or person in charge of stock control can overview the request.  Then he can go ahead and select suppliers, in order to receive quotes from external companies.

In this form, the items which have been ordered, are automatically filled in, and the Warehouse Manager can now select which external suppliers he’d like to receive quotes from.

Here you can see that we can click on “New row” and select as many external providers as we wish.  In this case, we will select two.

The email address field is for our correspondent at the external supplier’s office.  This person will receive an email shortly, asking for the quote for our item.

Part 4

The “Quote Reception and Approval” task demonstrates the awesome power of ProcessMaker.  Each vendor, which was selected in the previous task, receives an email with a link. This link takes them to a Dynaform.  The information about the item is contained within the form and they can enter a price and any comments. This forms are completely customizable.

Each external vendor receives his own form, which has been customized for him.  When they fill out the information, this information will be passed back to ProcessMaker and to the case it is connected with.

The case in question is now with the Manager of the organization.  He can now log in, open the case, and review the information which was sent back by the vendors.

Once the manager has reached the decision on which item he’d like to purchase, he checks the checkbox next to the relevant item.  And then goes ahead and uses the dropdown to select that this is the purchase he wants. The manager can enter any comment he wishes and choose “Accept”.  This now creates a purchasing document, which can be opened in either PDF or Word format.

The case will now move to the final task, which is the reception of the Items Ordered.

Part 5

The final task task of the Purchase Order Request Process is for the Warehouse Manager to verify that the goods that were ordered by the Manager have now been received into the warehouse.

The Manager logs into ProcessMaker, opens the case, and reviews the information.  He can also open the original purchasing document if he wishes.

Finally, the Warehouse Manager simply needs to confirm if the goods were received or not.  When he chooses “Yes”, we reach the end of the case in this process, which has demonstrated how we can track a purchase of items all the way from beginning to end.

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