Requisitions
To access the Requisition module, the user must navigate through the Main Menu as follows:
Procurement → Requisitions
A new Requisition can be created by selecting the “+” icon located at the top-left corner of the screen.
The following form is displayed when a user creates or edits a Requisition. The form consists of 10 tabs, including:
Basic Data: Contains all required information for creating or editing the Requisition.
More Data: Includes additional (optional) details.
Requisition Supplier Selection: Enables the user to select the vendors to whom the Requisition will be sent.
Connected Documents: Allows the attachment of documents related to the Requisition.
Evaluation Criteria: Provides the option to define mandatory and/or optional evaluation criteria.
Payment Terms: Allows the definition of the applicable payment conditions for the Requisition.
Start / End Text: Enables the user to insert introductory and closing notes that will appear in the communication with vendors.
Comparison Table: Displays a comparative analysis of the quotations received from suppliers.
Landed Cost: Provides a detailed breakdown of additional costs (e.g., transportation, duties, insurance) to determine the total procurement cost.
In the Requisition Header, the following fields are mandatory:
T Date (automatically populated when the Requisition is created from an MRF)
Company Code
Branch Code
Project Code
Supplier Answer Due Date – must be set to at least one day after the T Date.
In the Requisition Detail tab, the user can review the detailed lines of the Requisition.
If the Requisition has been generated from an MRF, the information displayed here should mirror the corresponding MRF details.
Suppliers Selection
The suppliers to whom the RFQs will be sent must be selected through multi-selection from the predefined supplier list in the system.
The user must navigate to the Requisition Supplier Selection tab.
To add a supplier, the user should click the “+” button to create a new line entry.
Then, the supplier must be selected from the available list. Note: A supplier is considered valid only if a contact email address is registered in the corresponding vendor account.
Once the suppliers have been selected, RFQs can be generated for them.To create the RFQs, the user must open the “Actions” drop-down menu and choose “Create RFQs.”
Once the RFQs have been generated, they can be sent to the selected suppliers using one of the following options:
1. Via Email (Registered in Supplier Details) The user must open the “Inform Actions” drop-down menu at the top of the screen and select “Send RFQs to Suppliers.” The RFQs will be sent to the email address defined in the supplier’s vendor profile.
2. Via Web Portal Suppliers may access their account through the Web Portal, where they can:
Submit quotation prices
Review pending requisitions
Attach supporting documents
Submit inquiries regarding quotations or requisitions
To notify suppliers through the portal, the user must select “Inform Suppliers” from the “Inform Actions” drop-down menu.
Note: Both actions can be performed simultaneously by selecting “Inform Suppliers and Send RFQs.”
3. By Printing the RFQs The user may also print the generated RFQs. To do so, navigate to:
Main Menu → Procurement → Quotations
From the Quotations screen, locate the relevant (initially empty) quotation created for the supplier, download it to the local PC, and distribute it through the preferred communication method.
By selecting the respective quotation, the following screen will follow:
To generate the quotation in a format ready for distribution (PDF or Excel), the user must either Export to Excel or select Print from the Reports drop-down menu to produce the empty quotation document.
Once the quotations have been received from the suppliers, the Requisition can be updated using one of the following methods:
1. Import from Excel (Email Option) If the supplier has responded using the exported Excel file, the user can automatically import the quotation amounts by selecting: Import/Export → Import Quotation(s) Amounts from Excel
2. Automatic Update via Vendor Portal If the supplier submits the quotation through the Vendor Portal, the prices are automatically updated in the respective quotation within the system. No user interaction is required, as the amounts are directly reflected in the supplier’s quotation screen in Project View.
3. Manual Entry The user may manually update quantities, changes, and prices directly within the system. To do so, navigate to the Quotation Detail tab.
Within this tab, prices can be edited per analytical line by entering the corresponding amounts and saving the record.
After the suppliers’ prices have been updated, the user can generate the evaluation report and compare the submitted offers.
To print the evaluation, navigate to the “Reports” drop-down menu within the Requisition screen and select “Print Evaluation.”
At this stage, suppliers can be assigned to the Requisition and its respective items using the available methods.
The first method requires navigating to Actions → Update from Supplier Ans.
This option automatically updates the Requisition by selecting the lowest quoted price per line item from the received quotations. Multiple suppliers may be selected simultaneously during this process.
Alternatively, the user may manually select the preferred supplier.
The second method involves assigning each item individually to the desired supplier on a line-by-line basis, allowing full control over the final supplier allocation.
Alternatively, the entire Requisition can be assigned to a single supplier.
This can be done by entering the desired Supplier Code on the main Requisition screen and then clicking the Refresh button to apply the selection to all items.
The supplier chosen on the main screen’s prices will be applied to all the requisition detail line items.
After the Requisition has received final approval, the next step is to generate the Purchase Order for the selected supplier or suppliers (if multiple suppliers have been assigned).
To access the Orders module, the user must navigate through the Main Menu as follows:
Procurement → Orders
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