| This system enables a company to set authority limits per Pronto user and creates an approval hierarchy, where email notifications are sent up the requisition authority tree until the requisition is approved. Upon completion of the approval process or rejection of the requisition, the originator is informed of the outcome via email. If the requisition is approved, it can be converted into a purchase order when the purchasing officer is informed of the approved requisition. When the goods or service is receipted into the Pronto system, an email will be sent to the originator to informing him of the receipt. When the invoice is matched to the PO and if a variance arises between the order and invoice, an email will be sent to the originator, advising of the variance so that he can confirm whether the revised cost is correct or, if necessary, investigate the difference.
Background
The Purchasing Requisition Acknowledgement System (“PRAS”) is a fully integrated Pronto sub-system developed by Costing & Logistics Systems (“CLS”). It manages and controls the requisitioning and ordering process from the point of requisitioning goods or services through the receipting of the goods or service and the matching the invoice to the purchase order.
Using the PRAS System
PRAS has a seven step process:
- 1. Setup
- 2. Enter Requisition
- 3. Review Requisition
- 4. Approve Requisition
- 5. Convert Requisition to a purchase order
- 6. Goods or service receipting.
- 7. Invoice Matching to PO
The setup of the PRAS system should be done by the System Administrator with the assistance from a CLS consultant.
Raising a Requisition
Once a Pronto user is authorised to use PRAS, he can create a new requisition through the Enter Requisition program.
An additional optional process is available for the quotation requisitions.
The program Approve/Review Requisitions allows a user to review and approve existing requisitions.
Alternative Email
The program Alternate Email Maintenance allows a user to delegate his authority limits and redirect PRAS email to an alternate Requisition Officer below him / her in the authority tree, for approving of requisitions while he is off site. This feature was designed is for Requisition Officers who work on fly in / fly out roster or for when a Requisition Officer is on leave. When the user goes off site, he / she will nominate a subordinate to look after reviewing and approving requisitions.
Quotation Requisition
When a user raises a quotation requisition, he need not enter the item cost, only the item quantity. On finishing the entry of the requisition, an email will be sent to the Purchasing Officer, who will send the request out the supplier to get the item cost. The information is then passed back to the originator who enters the price on to the requisition. The system will then convert the quotation requisition into the standard requisition and the approval process will commence.
There are 3 options available when the first email is to be sent after the requisition is entered.
- 1. No email will be send until you go to approve and review requisition.
- 2. An acknowledge log screen will pop up and you need to enter the log then the email will be sent.
- 3. No acknowledge log screen pop up but an email is still sent out to the appropriate personnel.
The content of the acknowledgement email can also be customised. The standard is to provide the supplier name and the first 3 lines of the requisition. Users may review or enter new notes via the Notes button.
Approving a requisition.
Once a Requisition Officer has received an email notification requiring his (her) attention, the user must activate the “Approve/Review Requisition” screen and press the ‘Approval’ button on the item to be approved. Depending on his/her limit, the system will provide the necessary option. Once the user selects the required option the system will provide a screen for the user enter the notes. If he does not have the required limit, he/she can only acknowledge the requisition order, enter the notes for the log and an email will be sent up to the next level.
If the user does have sufficient authority limit, he can approved the requisition and the system will search the Purchase officer table to identify who is Purchasing Officer and send the notification to them as well as the originator.
Once the requisition is fully approved, an email is sent to the originator and the Purchasing Officer. |
Scope Mining Tools
