Requisition Management

ReqFlow's requisition management system streamlines the entire procurement process from initial request to final approval and payment. It provides a centralized platform for creating, tracking, and managing purchase requisitions across your organization.

Requisition Lifecycle

The requisition lifecycle in ReqFlow follows a structured process:

1. Creation - User submits a new purchase request with required details
2. Validation - System checks for budget availability and required information
3. Approval Workflow - Request routes through predefined approval chain
4. Procurement - Approved requisitions convert to purchase orders
5. Receiving - Items are received and matched against the requisition
6. Payment - Invoices are processed and payments are made
7. Closure - Requisition is closed after successful completion

Creating Requisitions

ReqFlow offers multiple ways to create requisitions:

• Web Interface - Complete form-based submission
• Mobile App - Create requisitions on the go
• Templates - Use predefined templates for common purchases
• Bulk Import - Upload multiple requisitions via CSV
• API Integration - Create requisitions programmatically from other systems

Required Information

A complete requisition typically includes:

• Item descriptions and quantities
• Cost estimates or exact pricing
• Vendor information
• Department and cost center allocation
• Delivery information
• Justification for purchase
• Supporting documents (quotes, specifications)

Tracking Requisitions

ReqFlow provides comprehensive tracking capabilities:

• Status Dashboard - Visual representation of all requisitions by status
• Search and Filter - Find requisitions by various criteria
• Timeline View - See the complete history of each requisition
• Notifications - Receive updates on status changes
• Audit Trail - Complete record of all actions and changes

Approval Workflows

ReqFlow's flexible approval system supports:

• Multi-level Approvals - Sequential approval chains
• Parallel Approvals - Simultaneous review by multiple approvers
• Conditional Routing - Dynamic workflows based on requisition attributes
• Delegation - Temporary transfer of approval authority
• Escalations - Automatic routing when approvals are delayed

Approval Thresholds

Configure approval requirements based on:

• Monetary value
• Department or cost center
• Item category
• Vendor type
• Budget impact

Document Management

ReqFlow includes robust document handling for requisitions:

• Attachment Support - Upload quotes, specifications, and other supporting documents
• Version Control - Track document revisions
• Preview - View documents without downloading
• Annotation - Add comments and markups to documents
• Electronic Signatures - Secure approval signatures

Budget Integration

ReqFlow connects requisitions directly to budgetary controls:

• Real-time Budget Checking - Verify fund availability during requisition creation
• Pre-encumbrance - Reserve funds when requisitions are submitted
• Budget Alerts - Notify stakeholders of budget impacts
• Cost Allocation - Split costs across multiple budget lines
• Fiscal Year Management - Handle requisitions spanning fiscal periods

Reporting and Analytics

Gain insights into your requisition process with:

• Standard Reports - Pre-built reports for common analysis needs
• Custom Report Builder - Create tailored reports
• Dashboards - Visual representations of key metrics
• Export Options - Download data in multiple formats (Excel, PDF, CSV)
• Scheduled Reports - Automated report delivery

Key Metrics

Monitor important requisition metrics:

• Average processing time
• Approval cycle duration
• Requisition volume by department
• Spending by category
• Exception rates
• Budget variance

Mobile Capabilities

ReqFlow's mobile features for requisition management include:

• Create and submit requisitions from mobile devices
• Review and approve requests on the go
• Capture photos for documentation
• Scan barcodes or QR codes
• Receive push notifications for urgent actions

System Integration

ReqFlow integrates with other business systems:

• ERP Systems - Sync with financial and inventory modules
• Accounting Software - Connect to GL and AP systems
• Vendor Portals - Share requisition data with suppliers
• Contract Management - Link requisitions to contracts
• Asset Management - Update asset records with new purchases

Get Started

To begin managing requisitions in ReqFlow:

1. Configure your approval workflows in Settings
2. Set up budget integration
3. Create requisition templates for common purchases
4. Train users on the requisition submission process
5. Establish reporting requirements

For more detailed instructions, check out our Requisition Management Setup Guide.