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Purchasing Sub Processes

S. No Sub Process List
1 PO_Purchase Requisition
2 PO_Requisition Approval
3 PO_Request for Quote
4 PO_Quotation
5 PO_Supplier Selection
6 PO_Autocreate PO
7 PO_PO Creation
8 PO_PO Approval
9 PO_Acknowledgement
10 PO_Advanced Shipment Notice
11 PO_PO Receiving
12 PO_Receipts Correction
13 PO_Quality Inspection
14 PO_Return to Vendor
15 PO_Contract Administration
16 PO_Blanket Agreement Administration
17 PO_Requisition Workbench















PO – Purchase Requisition
PO - Purchase Requisition
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Select the type of
Requisition
Select the item and other
details (category, UOM,
Quantity and Price etc.)
Select the Item Type
(Goods, Services etc.)
Submit for Approval
Start
Enter the Destination Type,
Organization, Source and
Delivery Location Details
Save the Requisition
Req. amount <=
Requestor Approval
Limit
Approved
Yes
Follows the Approval Hierarchy
(Forward to next level approver as
per the hierarchy setup)
No










PO – Requisition Approval flow
PO - Requisition Approval
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Employee(Requestor)
Creates the Internal/
Purchase Requisition
Submit/Forward for
Approvals
Enter the Item,
Supplier Details etc.
Req. amount <= Self-
Approval Limit
Requisition will be
approved
Next Level Approver
in the Approval
Hierarchy
Yes
No
Start
If any Vacation Rule
Setup
Forward the approval
notification to Proxy
(Temporary) Approvers
Approver can reassign,
forward or request
additional information
Yes
Approver Checkout (Approver
can make changes before
approving the Req.)
No No





PO – Request for Quotations
PO – Request for Quotations (RFQs)
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Requestor Creates a
Requisition
Start
Requests for the Quotation
from Multiple Suppliers
(i.e., RFQs)
Requestor performs the Supplier
Analysis and negotiation with the
suppliers and award(select) one of the
best suitable Quotation from a supplier
Bid
Requestors share the Supplier
and Awarded Quotation Details
with the Buyer
Creation of PO
Buyer will proceed with
the PO Creation
Catalog
Standard
Suppliers
Supplier will provide a
response(i.e., Quotation)


PO – Quotations
PO Quotations
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Requestor Creates a
Requisition
Start
Requests for the Quotes
from Multiple Suppliers
(i.e., RFQs)
Requestor performs the Supplier Analysis and
negotiation with the suppliers and award(select)
one of the best suitable Quotation from a supplier
Suppliers will response with a
Quotation
Requestors share the Supplier and
Awarded Quotation Details with the Buyer




PO – Supplier Selection
PO Supplier Selection
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Requestor Creates a
Requisition
Start
Requests for the Quotes
from Multiple Suppliers
(i.e., RFQs)
Requestor performs the Supplier
Analysis and negotiation with the
suppliers and award(select) one of the
best suitable Quotation from a supplier
Suppliers will response with a
Quotation
Supplier Selection will be
completed
Requestors share the Supplier
and Awarded Quotation Details
with the Buyer
Creation of PO
Buyer will proceed with the
PO Creation

PO – PO Auto Create
PO – PO Autocreate
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Requestor Creates
the Requisition
Requisition will be
forwarded to the
Buyer
Requisition will be
approved with proper
approvals
Create the Supplier against
the default supplier or with a
different supplier
Start
Buyer selects the Auto-create
Functionality to create the
Purchase Order
Select the Type of
Purchase Order
Review the PO
PO amount <=
Buyer’s Approval Limit
Approved
Yes
Follows the Approval
Hierarchy
No
Buyer will review
the requisition
PO will get Created




PO - PO Creation
PO – Purchase Order Creation
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Select the type of
Purchase Order
Select the Item
Details (Item Type,
Quantity, Price etc.)
Enter Supplier and
Shipping Details
Add attachments (if any)
Start
Create the shipment
and Distributions if
needed
Review the Purchase
Order Details
Submit/Forward for
Approvals
PO amount <= Self-
Approval Limit
Approved
Yes
Follows the
Approval Hierarchy
No

PO – PO Approvals
PO- PO Approvals
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Buyer Creates the
Purchase Order
Submit/Forward for
Approvals
Provide the Supplier,
Ship To Location and
Item Details to place
the Order
Purchase Order
Amount <= Self-
Approval Limit
Purchase Order will
be approved
Next Level Approver
in the Approval
Hierarchy
Yes
No
Start
If any Vacation Rule
Setup
Forward the approval
Notification to Proxy
(Temporary) Approvers
Approver can reassign,
forward or request
additional information
Yes
Approver will review the
Purchase Order and also can
make changes before
approving it.
No No

PO – PO Acknowledgement
PO – Purchase Order Acknowledgement
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Start Creating a
Purchase Order
Select the Item
Details (Item Type,
Quantity, Price etc.)
Enter Supplier and
Shipping Details
Add attachments (if any)
Start
Review the Purchase
Order Details
Submit/Forward for
Approvals
Buyer Send PO
Document to Supplier
Supplier
Acknowledgement?
Notifies the buyer that the supplier
has not responded until the
acknowledgement is received
PO Acknowledged
by Supplier
<Time out>
Notifies the buyer about PO
acknowledgement from supplier
<Responds with-in the time limit >

PO – PO Advanced Shipment Notice (ASN)
PO – PO Receiving Process
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Create a Purchase
order
Approve the PO
Supplier Sends an ASN (Advanced Shipment Notice)
via EDI to the Receiving Organization Start
ASN
(ANSI X12 856)
ASN with Billing
Information
(ANSI X12 857)
ASN
Validation?
Receipt will be
created
Receipt won’t
generated. Need
to Debug.
Fails
Success
ASN Validation?
Invoice will be
created
Fails
Success
Receipt Generation program will be
failed. Need to Debug.

PO – PO Receiving Process
PO – PO Receiving Process
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Create a Purchase
order
Approve the PO
Receive the
Purchase Order
Start
Direct Delivery
Routing
Standard Receipt
Inspection
Required
Step1: Material will be received to a location first
Step2: Delivered to Sub-inventory/locator later
Step3: Onhand will be updated only after delivery
One Step Process.
Directly deliver to Sub-inventory/Locator
Step1: Goods will be received first
Step2: Inspection will be done later
Step3: Delivered to Inventory

PO – PO Receiving Matching Process
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PO Quantity
PO Unit Price Invoice Unit Price
Invoice Quantity
2 – Way Matching
Less than or Equal
Less than or Equal
3 – Way Matching
PO Unit Price Invoice Unit Price
PO Quantity Invoice Quantity Receipt Quantity
Less than or Equal
Less than or Equal
Less than or Equal
4 – Way Matching
PO Unit Price Invoice Unit Price
PO Quantity Invoice Quantity Receipt Quantity
Less than or Equal
Less than or Equal
Less than or Equal
Accepted Quantity
Less than or Equal

PO – PO Receipts Correction
PO - PO Receipts Correction
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Go to Receiging Select the Receipt
Search for the
Receipt
Start
Correct the Receipt
(2 Stages)
Enter the quantity to be
returned and save
Enter the quantity for
Deliver and save
Update the Receive
Transaction
Update the Inventory

PO – PO Receipts Quality Inspection
PO - PO Receipts Quality Inspection
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Buyer Creates a
Purchase Order
Approve the PO
Buyers enters a note to receiver when
preparing the purchase order to
indicate the items that require
inspection.
Start
Receive the
Purchase Order
Goods will be received first The Receiver can record the
Inspection Results.
Damaged/Rejected Goods Will be returned to Supplier
Accepted Goods Will be Delivered to Inventory
Inspection Required
(3 Step Process)


PO – PO Return to Vendor
PO – PO Return to Vendor
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P
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Purchase order
Buyers enters a note to receiver
when preparing the purchase order
to indicate the items that require
inspection.
Approve the PO Start Receive the PO
Inspection
Required
Inspection Required
(3 Step Process)
Goods will be received first
The Receiver can
record the Inspection
Results.
Damaged/Rejected Goods
Will be returned to
Supplier

PO – PO Contract Administration
PO – PO Contract Adminisration
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Create a Contract Purchase
Agreement against a supplier
Enter Payment terms and
agreement control details
Approve the contract Start
Create a standard PO
Against the contract

PO – PO Blanket Agreement Admin
PO – PO Blanket Agreement Admin
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Copy the
Quotation
Enter the Agreed
Amount and other
details
Create Blanket
purchase Agreement
Start
Are you
referring any
Quotation?
Yes
No
Approve the Blanket
Agreement
Create Releases
against BPA

PO – Requisition Workbench
PO – Requisition Workbench
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Manage Draft Sourcing Documents
(Create RFQ)
Requisition Pool
Demand Workbench
(Professional Buyer Work Centre)
Share the RFQ with the
Suppliers
Receive Responses from the
supplier
Award negotiation
- Standard Purchase Orders
- Blanket Purchase Agreements
- Contract Purchase Agreements