Some organizations utilize a semi-centralized purchasing model. Where a selected few users (Buyers) are authorized to submit formal Purchase Orders (POs) on behalf of, the wider user base (Browsers). This process ensures proper oversight of account codes and budget compliance.
This guide outlines the steps for both Browsers (requestors) and Buyers (purchasers) in this process.
Roles and Responsibilities
| Role | Responsibility | Authority |
|---|---|---|
| Browser | Requestor: Searches for items, adds them to the cart, and prepares the Incomplete Requisition. | Cannot complete the purchase (checkout) or begin the approval process. |
| Buyer | Purchaser: Has all the abilities of a Browser plus the authority to checkout the requisition and begin the approval process. | The Buyer role requires familiarity with the organization's account information to complete the purchase details. |
Raising an Incomplete Requisition (For Browsers)
As a Browser, your role is to select the required products/services and hand off the detailed request to your assigned Buyer.
Find Products: Locate the desired products in catalogs or use the Create Non-catalog item option for services and unlisted goods.
Add to Cart: Add all required items to your shopping cart.
Checkout & Reassign: Proceed to the Checkout screen. Since you cannot complete the purchase, you must Reassign the requisition:
Select Reassign at the bottom of the Checkout screen.
In the Reassign pop-up box, select the desired Buyer in the Assign to field.
(Optional) Add a note in the Note field with any special instructions or details.
Select OK.
4. Notification: The Incomplete Requisition is now sent to the Buyer. They will receive an email notification and an alert in their Tasks menu.
Creating an Order from an Incomplete Requisition (For Buyers)
As a Buyer, you are responsible for reviewing the request, finalizing the accounting details, and submitting the requisition for approval.
Locate the Requisition: You will receive an email and a Tasks alert when an Incomplete Requisition is ready for action.
Access Tasks: Navigate to the Tasks menu > Tasks tab.
View Incomplete Requisitions: Select the Incomplete Requisitions link to view a list of pending requests.
(To review details, click the desired requisition number.)
4. Action the Request:
To proceed with the order, select Checkout for the desired requisition.
To reject the request, select Cancel on the Checkout screen
Click More Actions.
Select Cancel.
5. Finalize & Submit: The Checkout screen will appear. Use the standard purchasing process to review and confirm the following:
Item details and quantities.
Crucially, verify and update the accounting information.
Submit for Approval: Select Checkout at the bottom of the screen.
Once the Requisition completes the standard approval process, a Purchase Order will be created. Both the Browser and Buyer, will receive an email notification.
Note: Buyers can bypass the Reassign step and proceed directly to checkout from their own requisitions.