First you need to navigate to the requisition module from the left hand module.
If you are Buyer or Admin you will first need to select your buyer profile from the right hand list of BUYERS from the main dashboard screen, if you do not see your user id from the list please reach out to the i2B team and they will add you. They will need to know your ID and email address and the company which you are a buyer for. You will then navigate to the REQUISITIONS module.
At the top of the page on the requisition module, next to the drop down filter is a “+ New” button. Clicking on this link will start the requisition creation process.
If you have access to multiple companies within the system you will be asked which company you are raising the requisition against. The requisitioner section will autocomplete with your requisitioner username.
Internal Reference / Header fields
You will be asked to enter / select entries in this section that are specific to your company. The example above shows “Cost Center Location”, “Department Code” etc. This will be different for your company. The headings / drop down selections are specific to your company's configuration.
The selections you make here are important. They are used to determine the approver of your requisition once completed.
The “Internal Reference” is mandatory and the system will also check this is unique. If you are unsure what to use here please use the auto generate a unique reference number.
The currency is also important - Again this is used to determine the approver and the limit that you are able to requisition.
Once you’re ready to proceed, click on the “Next” button. Your internal reference will be validated as unique at this point. If a duplicate is found you’ll be redirected back to re-enter.
Part Number Search / Vendor Search
You will be asked to enter in the part or code that you would like to requisition. You have the option here of typing in a part or code into the “Part Number” field. The system will assist you by autocompleting if it finds the code / description you are typing. For example if you type “sign” it will autocomplete with valid parts / codes with the sign as part of the code / description.
The system when you click on search will bring back a list of vendors who have provided this part / code previously. You can then select the preferred vendor from the list
If you don’t know the part but know the vendor you usually use you can click the “Vendor Search” heading. This will allow you to search all your vendors and select the vendor you’d like to use.
If you can’t find the part / code or vendor or just want to skip this part click on the “Vendor is Unknown” button.
Once you’re ready to proceed click on the “Next” button. Your unique reference will be validated as unique at this point. If a duplicate is found you’ll be redirected back to re-enter.
Adding a requisition line
Click on the “Add requisition line” link. This will bring up the following screen. If you had already found the part / code during the search in the previous step then the “Part Number / Service / Sketch ID”, “Short Description” and “Long Description” will be auto populated.
If these are not auto populated then you again can type in a part number / code and it will attempt to auto complete this for you. This field is free entry but mandatory. If you’re not sure of the code or its a product / code that's never been purchased before, then type in a short code for the requisition. The procurement department can complete this later for you with the correct part number / code once it's been created.
Enter in the quantity required and the unit of measure that you’d like. So for example if you want to requisition a laptop, the quantity would be 1 and the unit would be EA (for each). If you wanted to requisition some parts in KG you would enter the number of KG you require and in the unit select KG.
The expected price is per unit. So using the above example, if you’re requisitioning in EA the price would be per each unit. If you’re requisitioning in KG the price would be per KG.
Enter a required delivery date / drop date and then complete the detail line fields.
Like the header fields previously the line fields will be configured to your company requirements. In the above example it's selecting a Drawing and a Vendor, for your company this will be different. Some may be mandatory. These will be marked with an asterix.
Once you have completed the above click on the “Add” button at the top of the screen.
You will be returned back to the requisition creation page.
From here you can click on the “Add requisition line” button again to create another line. You can repeat this process as many times as you require.
Edit - You can click on the edit icon to edit a line
Attach - You can click on the attachment icon to add any attachments relevant to each line Copy - You can click on the copy icon which will copy all the line fields previously entered.
Delete - You can click on the delete icon to delete a line
You can click on the “Save” button at the top of the page at any point. This will save your requisition in its current state and put the status to “Draft”. You can then access this requisition again from your requisitions list by clicking on the requisition number that i2B will generate.
If you click on the “Finish” button this then validates your requisition and automatically selects the correct approver (or approvers) required to approve your requisition.
You will have the opportunity to select a different approver if the wrong approver was selected after the requisition has been raised.
Change approver
If you would like to change the approver (or approvers) assigned to action your requisition this can be done once a requisition has been created.
In order to change the approver the requisitioner is required to navigate to the requisition module, open the requisition in question.
Underneath the APPROVER section there is a symbol (highlighted in red in the image below) in order to change the approver you need to click this button.
You will then be presented with the screen below where you can enter in a new APPROVER EMAIL ADDRESS. The email address domain is validated against the domains of email addresses of buyers in the same company.
Email alerts, Audit Trails and Delegation
Everytime your requisition is viewed or actioned by approvers / procurement it will update your requisition history.
From the requisitions overview page you can click on any requisition number to view this.
At the bottom of the page you will see the history / audit trail for your requisition.
You will be able to see when your approver has looked at your requisition and whether they’ve approved or declined it.
You can change the approver for your requisition if your approver is unavailable / on vacation. Click on the edit button next to their name to change this. The original approver and new approver will be automatically alerted.
Once approved you’ll be able to see if the procurement department has viewed and actioned it. They can convert your requisition to a purchase order, a request for quotation from the vendor (or multiple vendors) or a distribution order. All this will show in the requisitions history / audit trail as well as being emailed to you.
Copy Requisition (header)
From the requisitions overview page you can click the copy icon, which will replicate all fields(details) and lines entered on a previously saved requisition. Once copied you will be navigated to the Requisition creation page.
The requisition fields can still be amended if required. If you’re happy with all the details, You can click on the “Save” button at the top of the page at any point. This will save your requisition in its current state and put the status to “Draft”. You can then access this requisition again from your requisitions list by clicking on the requisition number that i2B will generate.
If you click on the “Finish” button this then validates your requisition and automatically selects the correct approver (or approvers) required to approve your requisition.
Daily reports
A daily report will be emailed to requisitioners to advise them of the status of all their requisitions. The report will also contain any details on the requisition that have been changed will also be highlighted on the daily email.
No action is required on these emails it is for information only.
An example of this is shown below.
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