SharePoint · Oil and gas

A SharePoint purchase requisition workflow with quotations and committee approval

A SharePoint purchase requisition workflow with quotation comparison, an approval route chosen by amount slab, an optional purchase committee, and the IO and SAP PR numbers captured at the right step.

Client: An oil and gas company with several departments and locations raising purchase requisitions
Industry: Oil and gas
Platform: SharePoint
Started from: Procurement Management product

01The challenge

Purchase requests moved by email with quotes in attachments. Approval depended on who remembered the delegation of authority, savings from negotiation were not recorded, and finance could not see the IO or SAP PR number against the request.

02The solution

The requester fills in type of purchase, DOA category and clause, nature of spend (Capex or Opex), single or multi quote, location, subject, description, FI posting agreement and RFQ number. The vendor is picked from the vendor module, so the vendor code and email fill in automatically. A quotation table holds offer cost and GST and adds the total. A Purchase Committee can be switched on with Yes or No, and members are set in a Set Approver pop-up; the committee sits right after the manager and its member enters the SAP PR number. The form also takes AMC or contract period dates, justification, documents, initial and final offer with the saving value and saving percent worked out automatically, RFQ requested, RFQ received and qualified vendors. The approval route shows automatically from the approval matrix by amount slab (From and To amount, where 0 means infinite). The IO Approver adds the IO Number for Capex only, and the SAP PR creator adds the SAP PR Number. With Need more info the requester edits only a few fields: subject, description, FI agreement, RFQ number, quotations, documents and RFQ counts. The View page shows the approval route and a Communication Box. Admins keep the masters, the approval matrix and an admin dashboard to approve, reject or close.

How a requisition is approved

Request detailsRequested by, type of purchase, DOA category and clause, nature of spend (Capex or Opex), single or multi quote, location, subject, description, FI posting agreement and RFQ number.
Vendor from the vendor moduleVendor code and email fill in automatically.
QuotationsOffer cost and GST per quotation, with the total calculated.
Purchase CommitteeYes or No. Members are set in a Set Approver pop-up, the committee sits right after the manager, and its member enters the SAP PR number.
Contract and savingsAMC or contract period dates, justification, documents, initial and final offer with automatic saving value and saving percent, RFQ requested, RFQ received and qualified vendors.
Approval route by amountShown automatically from the matrix by amount slab. From and To amounts are set, and 0 means infinite.
IO and SAP PR numbersThe IO Approver adds the IO Number for Capex only. The SAP PR creator adds the SAP PR Number.
Need more infoThe requester edits only subject, description, FI agreement, RFQ number, quotations, documents and RFQ counts. The View page shows the route and the Communication Box.

Screens from the system

Sample data only. These screens show the layout and flow, not real records.

Screen 1 of 5Built for this client

Dashboard

Requests the user raised, requests waiting for the user and completed requests.

What we built

Request formAll purchase details in one form with the vendor pulled from the vendor module.
Quotation and savingsAutomatic totals, saving value and saving percent.
Purchase CommitteeOptional committee step set per request.
Amount slab matrixApproval route by amount, maintained by the admin.
IO and SAP PR captureNumbers entered by the right approver at the right step.
Need more infoLimited editing so approved facts stay fixed.
MastersDepartment, NOC, type of purchase, category, designation, location, role, PC Member and Employee masters with manager.
Admin dashboardApprove, reject or close a request on behalf of an approver.