Requisition module

A purchase requisition system turns every buying need in the company — goods, materials or services — into a formal request and runs it through the required approval stages before any purchase starts. The Requisition module in One Soft ERP handles this first step in one system: who asked for what, how much and why, and who approved it when, all visible on a single document.

Without a requisition system, purchasing needs usually travel by word of mouth, e-mail or paper. The same item can be ordered twice, purchases happen without approval, and management only sees the spend after the payment has gone out. The Requisition module puts order into this: every purchase starts with a formal request.

Through the Requisition module it is possible to manage the pre-purchase process. When a company needs to purchase any goods, it must go through certain stages of approval process and agreement must be reached in order to purchase them. This approval process, i.e. the part before the purchase of the goods, is resolved in the Requisition module and only then the goods are purchased.

Requisition module is also very suitable for procurement companies, as well as for companies in the field of construction, services, etc. All requests to the company are processed in the Requisition module after internal approval.

Requisition module allows to make informed purchasing decisions and speed up the procurement process. All requests are archived with the received proposals, which improves the company's ability to see and control procurement expenditures.

A paper or email approval chain often loses track of who approved what and when, which becomes a problem at audit time. This is especially true in multi-tier holding structures — several subsidiaries, each with its own approval sequence — where the Requisition module turns that chain into something the system can actually track.

Who it's for

• Companies whose purchasing needs come from several departments, projects or sites
• Construction, services and supply businesses
• Holding structures where each subsidiary has its own approval sequence
• Finance and management teams that want to see purchasing spend before it happens

How it works

1. 01An employee or department enters the need as a requisition.
2. 02The requisition is sent to the approval stages your company defines.
3. 03At each stage the responsible person records a decision, which stays in the history.
4. 04A tender or purchase starts from the approved requisition.
5. 05The requisition is archived together with the proposals received.

Key capabilities

• Requisitions for goods, materials and services created in the system
• Multi-stage approval flow that follows your own company rules
• Approval history: who decided what, and when
• Status tracking — entered, in approval, approved, closed
• Requisitions archived together with the proposals received
• Requisitions linked to a project or cost item

How it connects to other modules

The requisition is the first link in the purchasing chain. Once a requisition is approved, supplier quotes are collected in the Bid module, the selected offer becomes an order in the Purchase Order (PO) module, and the Purchase Invoice and Purchase Payment modules complete the process. Documents stay linked from the original need to the final payment, so you can always see which requisition a purchase started from.

Bid module Purchase Order module Purchase Invoice module Purchase Payment module

Benefits

• No purchases without approval
• Purchasing decisions are based on data, and the process moves faster
• The approval chain can be shown with documents at audit time
• Purchasing spend is visible before the purchase happens

Frequently asked questions