Introduction

This guide will walk you through the process of creating, viewing, and managing Purchase Requisitions (PRs) using the mobile procurement application. A Purchase Requisition is a formal request for goods or services made by a department to the purchasing department, initiating the procurement cycle.

How To Navigate

• From the Dashboard, tap on Requisition to expand the menu.
• Select Purchase Requisition.

This will take you to the main Purchase Requisition list screen, showing all your existing PRs.

 Creating a New Purchase Requisition

• From the Purchase Requisition list screen, tap the blue Add New button (plus icon) at the bottom right.
• You will be directed to the “Purchase Requisition” creation form.

• Fill in the header details:
  • PR Number: This is typically auto-generated by the system.
  • Requisition Date: Defaults to the current date but can be adjusted using the calendar icon.
  • Requesting Department: Select the department making the request from the dropdown list.
• Optionally, you can add:
  • Remark: General comments for the entire PR.
  • Attachment: Tap the + icon to upload any supporting documents.
  • Notes: Additional notes relevant to the PR.

Add Materials / Services to the PR

After filling out the header, you need to specify the items you wish to purchase:

1. Under the SELECTED MATERIALS section, tap Add New.
2. A new form will appear to add details for a specific material or service:
   • Material / Service: Tap to search for and select the required item from your inventory or service catalog.
   • Stock Availability: (Informational) Displays the available quantity of the selected material in stock.
   • Expected Date: The date by which the material/service is required.
   • Quantity: Enter the amount needed.
   • Unit: Select the unit of measure (e.g., Litres, Pieces, Kgs).
   • Description: Provide a detailed description of the material or service.
   • Request For Department: If this specific item is for a department different from the overall PR.
   • Storage Location Type: Select where the item will be stored (e.g., Warehouse).
   • Delivery Location: Specify the final delivery point.
   • Receiver: Select the Staff or Employee who will receive the item. Their Email Address and Contact Number will auto-populate.
   • Address: The delivery address.
   • Notes: Any specific notes for this particular material/service line item.
   • Tap Submit at the bottom of the material/service detail screen to add this line item to your PR.
   • Once all materials/services have been added, review the entire Purchase Requisition form.

You have two options at the bottom:

• Discard: To cancel the PR creation and return to the list

• Submit: To finalize and send the Purchase Requisition for approval.

Listing

The Purchase Requisition list provides an overview of all PRs and their current status.

• List Display: Each entry shows:
  • PR Number (e.g., 0012-PR-10087)
  • Requisition Date
  • Requested By Department
  • Approved By (if applicable)
  • Number of Line Items
• Status Filters: Use the tabs at the top to filter PRs by:
  • All
  • Pending
  • Approved
  • Cancelled

Filtering Purchase Requisitions

To quickly find specific Purchase Requisitions:

• From the main Purchase Requisition list screen, tap the Filter icon (funnel icon) at the top right of the screen.
• A filter pop-up will appear. You can search by:

• Request Number
• Date (by range or specific date)
• Department Name
• Request Status (e.g., All, Pending, Approved, Cancelled)
• Voucher Status
• Tap Done to apply the filters and view the results.
• Tap Reset to clear all applied filters.