Module · Purchasing

Purchase Request Management

5 min read

This interface allows you to view, filter and manage purchase requests. It provides detailed tracking of each request and its validation status.

Description of Fields and Filtering Options

Start date / End date: Allows you to filter purchase requests based on the period (date range).
Number: Search field to find a specific request by its unique number.
System No.: Filter based on system number for specific searches.
Fleet: Filter requests based on the associated fleet.
Status: Allows you to select and filter requests by status (e.g. "Pending", "Approved", etc.).
Validation status: Filter according to validation status (Validated, Not validated).
User: Filter by the user who created or manages the purchase request.
PieceAndvehicle: Allows you to target requests containing specific parts or vehicles.

Summary Information

At the bottom of the interface, a table summarizes the purchase request information with the following columns:

System No.: Unique system identifier for the purchase request.
Number: Purchase request number.
Date: Date and time the request was created.
Applicant: Name of the person or department making the request.
Number of pieces: Number of parts included in this purchase request.
Status: Shows the current status of the request, such as "Pending" (shown in red to indicate that it is not yet processed).
Validation status: Validation status of the request, such as "Not validated" (shown in red to indicate that it is not yet approved).
Attachment: Space to attach relevant documents to the application, if they exist.
User: Name of the user who entered the request (here, "DIGISOFT").

Available Actions

Action buttons (top right):

Add (+): Creates a new purchase request.
Excel export: Exports the filtered list of requests in Excel format.
Refresh: Refreshes the list to show the latest changes or new entries.
Import: Allows you to import the report in Excel format.

This interface is designed for real-time tracking of purchasing requests, allowing managers to quickly approve or reject requests, verify key information and provide transparency in the purchasing process. The validation indication helps ensure that only validated requests move forward in the processing flow

Purchase request validation

The objective of this new functionality is to manage the validations of purchase requests by introducing a status system which makes it possible to distinguish validated and non-validated requests. Only validated requests can be converted into quotes.

New features:

Validation status:

Possible options:

Valid:The request has been reviewed and approved by one or more authorized users.

Not validated:The request has not yet been validated.

Visibility of requests:

Unvalidated request:

Requests that have the status "Not validated" cannot be displayed or selected for quote generation.

Validated request:

Requests with the status "Validated" will appear in the list of requests eligible to be transformed into quotes.

User role:

Only users with validation rights can change the status of a request from "Not validated" to "Validated".
Users without this right will not be able to modify the validation status of a request.

Validation mechanism:

When the user submits a purchase request, its default status is "Not validated".
A user with the necessary permissions can verify the request and move it to the "Validated" state via a validation button.
If the status is "Not validated", the request will not be available for inclusion in a quote.

Interface changes:

Addition of the “Validation Status” field:

A new “Validation Status” filter will be added to the purchase requests interface.
This filter can be filtered (Validated/Not validated) to facilitate the search for requests according to their status.

Management of statuses in quotes:

When a user attempts to generate a quote, only requests with the status "Validated" will be displayed in the list of requests available for inclusion in a quote.
Requests with the status "Not validated" will not appear in this list.

This functionality provides additional control over purchase requests by introducing a validation step. This helps prevent unapproved requests from being turned into quotes, improving the accuracy and control of purchasing processes.

How to Add a Purchase Request

The interface for creating a purchase request in Digiparc allows users to record the information necessary to initiate a purchase request.

Steps to Add a New Purchase Request

Number: Enter a unique number for the purchase request. This field is mandatory and allows this request to be uniquely identified.
Intervention request number: Select, if necessary, an intervention request associated with this purchase request, from the drop-down list.
Date: The request creation date is automatically filled with today's date. However, you can modify it if necessary by clicking on the calendar icon.
Applicant: Enter the name of the person or department requesting this purchase.
Attachment: Click “Choose File” to attach a relevant document or file to the request. This may include quotes, product specifications or other supporting documents.
How: Use this space to add important notes or clarifications regarding the purchase request.

Adding Parts

Pieces: In the “Parts” section, click the green “+” button to add parts to the purchase request.

Piece: Select the requested part from the list.
Quantity: Indicate the quantity of this part required.
Unit: Choose the appropriate unit of measurement for the room (e.g. unit, kg, liter).

Finalize the Purchase Request

Once all fields are completed, review the information entered to ensure accuracy. Then save the purchase request by clicking on the save button (not visible in the image provided) to submit the request.

This feature allows users to efficiently create and document purchasing requirements, while ensuring that all necessary information is recorded for tracking and approval.