Step by step
Ask for stock with a requisition
A branch asks purchasing for stock, a manager approves it, and the buyer turns it into purchase orders or a request for quotation.
A requisition is how a branch asks for stock without ordering it itself: “Branches ask for stock; a manager approves; purchasing turns it into an order or a request for quotation.”
At Baraka Wines and Spirits, Lilian Moraa runs the Kilimani (Yaya Centre) branch. She asks for sparkling wine for the weekend’s weddings, Kamau Ndegwa, the owner, approves it, and Ann Mumbi, who buys for the business, orders it.
Open Purchasing › Requisitions and tap New requisition
“Ask purchasing for stock. Estimated cost uses the current average cost.”
Steps 2 to 5 on one screen. Choose the branch and when it is needed
For branch is the branch that needs the stock. Needed by is optional.
Say why
Under Why, a line for whoever decides, such as “Three weddings at Yaya this weekend: we are down to 6 bottles of Celebration Brut.”
Add the products and how many
Search in Add a product: name, SKU or scan a barcode, then type each Quantity. Kila shows the Estimated cost.
Tap Send for approval
Until then it is Awaiting approval, and your list says Waiting for a manager. You can still Withdraw it.
A manager approves it
Someone who approves purchase orders, such as the owner, sees it under Requisitions, with why, who asked and when it is needed. Kamau taps Approve, then Approve again. Kila says Approved.
Step 6. The buyer orders it
Ann taps Order it: “Turn the approved requisition into purchase orders, or ask suppliers to quote first.” With Purchase order and the Supplier left at Preferred supplier of each product, “Each product goes to its preferred supplier, one order per supplier.” To compare prices first, choose Request quotations instead.
Steps 7 and 8 on one screen. Tap Draft purchase orders
Kila says “1 purchase order drafted from REQ-000001.” and opens the draft, to Cape Ridge Wines Kenya. Its From requisition line links back to the requisition, which now says Ordered and “Became” the order. Check the draft and tap Submit, as in Make a purchase order.
- Ask suppliers for quotations: compare prices before ordering.
- Reorder stock: what each branch should buy, worked out for you.
- Transfer stock between branches: when another branch has plenty.
Next: Ask suppliers for quotations.