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Usage Guide

This guide walks you through the complete procurement workflow using the Purchase Management module. From creating purchase requisitions to generating purchase orders and managing supplier contracts, each step is covered in detail.

Product and Service Catalogโ€‹

The catalog is the foundation of the procurement process. All items referenced in requisitions, quotations, and purchase orders are drawn from this centralized catalog.

Adding Products or Servicesโ€‹

  1. Navigate to the Products & Services section.
  2. Click Add Product or Add Service.
  3. Fill in the details:
    • Name -- The product or service name.
    • SKU / Code -- A unique identifier for the item.
    • Unit Price -- The standard price per unit.
    • Category -- Assign to a category for organization and filtering.
  4. Click Save.
tip

Maintaining a well-organized catalog with consistent naming conventions and accurate SKU codes makes it much easier to create requisitions and compare quotations later.

Purchase Requisitionsโ€‹

Purchase requisitions are internal requests for goods or services. They go through an approval process before a quotation or purchase order is created.

Creating a Requisitionโ€‹

  1. Navigate to the Requisitions section.
  2. Click Create Requisition.
  3. Add the requested items from the product catalog, specifying quantities and urgency level.
  4. Link the requisition to a department or project if applicable.
  5. Add any notes or justification for the purchase.
  6. Submit the requisition for approval.

Approval Workflowโ€‹

Once submitted, the requisition enters the approval workflow:

  • Pending -- Awaiting review by the designated approver.
  • Approved -- The requisition has been approved and can proceed to the quotation or PO stage.
  • Rejected -- The requisition was not approved. The requester will be notified with the reason.
info

Approval workflows can be configured by administrators to route requisitions based on department, spending threshold, or item category. Check with your CRM administrator for your organization's specific approval rules.

Supplier Quotationsโ€‹

After a requisition is approved, you can request quotations from suppliers to compare pricing and terms.

Sending Requests for Quotation (RFQs)โ€‹

  1. From an approved requisition, click Request Quotation.
  2. Select one or more suppliers to send the RFQ to.
  3. The system generates and sends the RFQ with the item details, quantities, and any special requirements.

Managing Received Quotationsโ€‹

As suppliers respond, their quotations are stored in the system with:

  • Quoted Prices -- Per-item and total pricing.
  • Delivery Terms -- Expected delivery timelines and conditions.
  • Validity Period -- How long the quote remains valid.

Comparing Quotationsโ€‹

Use the Quote Comparison view to evaluate supplier quotes side-by-side:

  • Compare pricing, delivery timelines, and payment terms at a glance.
  • Highlight the best option based on your priorities (lowest cost, fastest delivery, best terms).
  • Select the winning quotation to proceed with a purchase order.
warning

Always verify the validity period of quotations before proceeding. Expired quotes may have different pricing or terms.

Purchase Ordersโ€‹

Once you have selected a supplier and quotation, you can generate a formal Purchase Order.

Generating a Purchase Orderโ€‹

  1. From the selected quotation, click Create Purchase Order.
  2. Review the auto-populated details: supplier, items, quantities, unit costs, and delivery terms.
  3. Make any final adjustments if needed.
  4. Click Submit to generate the PO.

Tracking PO Statusโ€‹

Every purchase order has a status that tracks its progress through the procurement cycle:

StatusDescription
PendingPO has been created but not yet sent to the supplier.
SentPO has been sent to the supplier.
AcceptedSupplier has confirmed and accepted the PO.
DeliveredGoods or services have been received.
CancelledPO has been cancelled.

Supplier Contractsโ€‹

For ongoing relationships, you can manage supplier contracts directly within the module.

Creating a Contractโ€‹

  1. Navigate to the Contracts section.
  2. Click Create Contract and link it to a supplier.
  3. Enter contract details: terms, start and end dates, renewal date, and value.
  4. Attach relevant documents (PDF, Word, etc.).
  5. Save the contract.

Renewal Remindersโ€‹

The module sends automated reminders before a contract expires, giving you time to renegotiate or renew.

tip

Set renewal reminders at least 30 days before the contract expiry date to ensure adequate time for renegotiation.

Use Casesโ€‹

  • Cross-department requisition approvals -- Route purchase requests through the appropriate approval chains.
  • Supplier quote comparison -- Evaluate multiple suppliers to get the best pricing and terms.
  • PO generation and tracking -- Maintain a clear audit trail of all purchase orders.
  • Supplier performance tracking -- Review supplier history to inform future procurement decisions.
  • Contract renewal management -- Never miss a contract renewal with automated reminders.
  • Procurement audit logs -- Maintain complete records of all procurement activities for compliance.
Support

For help with procurement workflows, visit the Themesic Support Ticketing Area.