From purchase request to a recorded vendor choice
Procurement Management is a ready-made product for purchase requisitions in SharePoint Online. A request goes through approval by department, nature of spend and category, the procurement team compares vendor quotations and recommends one, and the whole transaction stays on record.
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What it does
Six things it does for your purchasing
It covers the path from requisition to a closed purchase.
Multi-level approval
Any number of approval levels, set to match your process.
Approval by rule
Approvers chosen by department, nature of spend, category and type of purchase.
Vendor comparison
Quotations from each vendor side by side, with rate, value and GST.
Purchase history
Past transactions with a vendor, with quantities and prices.
Vendor selection
A recommended vendor recorded with the reason.
Audit trail
Submissions, approvals and changes are recorded for every request.
Dashboard
See every request and where it is
The dashboard shows my requests, pending requests and completed requests, each with the request number, department, nature of spend, subject, type of purchase, last update and status.
- My, pending and completed requests
- Status of each request
- Department and nature of spend
- Create New Request button
Purchase request
Raise a requisition with its products
The form takes the department, nature of spend, type of purchase, category, location and subject. Add the products with quantities and remarks, attach documents and submit.
- Department, spend and category
- Products with quantity and remark
- Document upload
- Save as draft or submit
- Approval route set by rule
Vendors
Compare quotations and recommend a vendor
The procurement team enters each vendor quotation, sees the rates and values side by side with GST and totals, checks past purchases with that vendor and records the recommended vendor.
- Commercial quotations side by side
- GST and totals
- Vendor purchase history
- Recommended vendor recorded
Completed
A closed request keeps its whole story
A completed request shows the details, the selected vendor and an audit log of every approver and decision, so the transaction can be reviewed later.
- Request details kept read-only
- Selected vendor
- Approver route and decisions
- Audit log of the transaction
Who it is for
Built for
Procurement and purchase teams. Department heads who raise requisitions. Finance approvers. Audit teams who need the trail.
- Requests with a routePurchase requests go to the approvers set for their value and type.
- Compare before you buyVendor quotes sit side by side for a fair choice.
- Orders that match approvalPurchase orders are raised only after the request is approved.
- Spend in viewSpend against each budget and vendor is tracked as orders are placed.
How it works
How a purchase moves
These are the steps a purchase goes through, from request to order. Approval levels follow your purchase policy.
Request
The requester submits a requisition with the details and documents.
Approve
The request is routed through the approval levels that fit it.
Compare and select
The procurement team compares vendors and chooses one.
Order
The approved requisition becomes a purchase order, and spend is tracked.
Procurement Management: questions we hear often
What is a purchase requisition?
A formal request to buy goods or services, sent for approval before an order is placed.
How are approvers chosen?
By department, nature of spend, category and type of purchase, and across as many levels as you need.
Can we compare vendors?
Yes. The procurement team enters each vendor quotation and compares rate, value, GST and total.
Can we see past purchases with a vendor?
Yes. A vendor purchase history shows earlier transactions with quantities and prices.
Who picks the vendor?
The procurement team recommends a vendor, and the recommendation goes through approval.
Do requesters get updates?
Yes. Emails go out on submission, approval, rejection and requests for information.
Is there an audit trail?
Yes. Submissions, approvals and modifications are recorded for each request.
Where does our data stay?
In your own SharePoint Online, inside your Microsoft 365 tenant. The product is installed there, and AscenWork has no access to your data.
How do people sign in, and what licence is needed?
People sign in with their Microsoft 365 account. The product is built on SharePoint Online, so you need an active SharePoint Online licence. It uses the Microsoft 365 licences and infrastructure you already have.
Can it be changed to fit our process?
Yes. Every installation is configured to your process: your forms, steps, roles and approvers. If you need something beyond the standard product, our technical team checks the scope and what is feasible, and we quote those changes separately so you can decide.
What does an installation include?
Setting up the environment, loading your master data, and setting user permissions and menu permissions to follow your company policy.
Do you train our team?
Yes. We provide training and documentation for the product we deploy, a train-the-trainer programme for your own team, and video training for the modules.
How secure is it?
It runs on Microsoft 365, so it uses the security features of your licence, such as role-based access, multi-factor authentication, conditional access, audit logs and external sharing controls. Which of these you have depends on your Microsoft 365 licence, and Microsoft governs them.
Who supports it after go-live?
You can run it with your own team, or add optional managed support from AscenWork for fixes, small changes and reviews. To report an issue, write to support@ascenwork.com and a support executive will pick it up.
Can it run on SharePoint Server instead of SharePoint Online?
It is built for SharePoint Online. For SharePoint Server 2016 or 2019 we can try it, and a few changes may be needed. Tell us what you run and we will confirm.
How do we get a price?
Talk to us. We listen to how your process works today, then send a written quote that covers the product set-up for your tenant and any custom changes as separate lines.
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