Working in Procurement

Daily Operating Model

Procurement works best when teams treat the module record as the source of truth and use tasks, tickets, workflows, and reports as supporting surfaces. The flows below are the common day-to-day paths to validate during setup and train users on after go-live.

Flow 1: Raise and approve a requisition

1. Open Requisitions and create a purchase requisition.
2. Add requested items, quantities, estimated prices, supplier hints, and cost center.
3. Attach supporting documents or justification.
4. Submit the requisition for approval.
5. Approver reviews budget, supplier, and business need.
6. Approve or reject with comments.
7. Approved requisitions can move to RFQ or purchase order creation.
8. Track pending approvals from Procurement tasks or reports.

Flow 2: Run an RFQ

1. Create an RFQ from an approved requisition or manually.
2. Add RFQ items and supplier recipients.
3. Send the RFQ to suppliers through the agreed channel.
4. Capture RFQ responses and response items.
5. Compare price, lead time, and terms.
6. Select the winning response after approval.
7. Create a purchase order from the selected response.
8. Archive unsuccessful responses for audit.

Flow 3: Issue, receive, and bill a PO

1. Create a purchase order from RFQ response or requisition.
2. Review supplier, items, quantities, taxes, delivery details, and cost center.
3. Issue the PO when approved.
4. Receive goods or services using Goods Receipt.
5. Match received quantities against PO items.
6. Create or record the vendor bill.
7. Post or route the bill for accounts payable review.
8. Investigate quantity, price, or receipt mismatches.

Flow 4: Monitor procurement exceptions

1. Open reports or task queues for overdue approvals, open POs, pending receipts, and unmatched bills.
2. Filter by supplier, requester, cost center, or status.
3. Create follow-up tasks for approvers, receivers, or AP.
4. Update expected delivery dates or supplier notes.
5. Escalate budget or supplier exceptions through workflow.
6. Close stale requisitions or RFQs when no longer needed.
7. Review supplier performance by delivery and response quality.
8. Use Finance reports to confirm spend lands on the intended dimensions.

Day-To-Day Controls

• Start from the launchpad route, then use filters and saved views to focus on records needing action.
• Use status fields and lifecycle actions instead of free-text notes for important state changes.
• Attach documents, comments, or related records when a decision needs evidence.
• Create tasks when work leaves the current owner or needs a due date.
• Create tickets when the work is customer-facing or belongs in a support/service queue.
• Use workflows for predictable notifications, approvals, escalations, and cross-module updates.
• Use reports for recurring team reviews rather than exporting ad hoc lists every time.
• Keep permissions tight enough that users see the records they need but not sensitive configuration.
• Review rejected, cancelled, failed, or overdue records every week.
• Keep integrations aligned with the same lifecycle users follow in the UI.

Exception Handling

• If a record is stuck, check owner, status, required fields, approvals, and linked records before editing downstream data.
• If a workflow did not run, confirm the event name, trigger filter, record permissions, and service-user access.
• If reports look wrong, inspect whether the source record is draft, cancelled, archived, or missing a required dimension.
• If an integration created bad data, fix the source mapping and then repair the affected records through supported actions.
• If users cannot see a route, review launchpad access, module roles, page permissions, and tenant feature flags.
• If a public or embedded route exposes too much, disable exposure first and then correct permissions or filters.
• If two modules disagree, choose the module that owns the lifecycle as the source of truth and update the other from it.
• If a record supports audit, void, archive, or cancel it instead of deleting it whenever possible.

Reporting Rhythm

• Daily: review new, overdue, failed, rejected, and pending-approval records.
• Weekly: review owner workload, aging, status changes, and recurring exceptions.
• Monthly: review configuration, permissions, integration failures, and report definitions.
• Quarterly: review whether custom pages, workflows, and API access still match real operating practice.
• After major process changes: rerun one end-to-end flow with a pilot record before enabling it broadly.

Cross-Module Handoffs

• To Base objects: pass stable identifiers, owner, status, dates, and any dimensions required for reports.
• To tasks: include a precise action, due date, source record link, and escalation owner.
• To tickets: include requester, priority, support context, and the module record link.
• To workflows: prefer explicit create, update, approval, and status-change triggers.
• To reports: keep dimensions consistent across records so dashboards can group accurately.
• To integrations: use /reference/procurement for namespace and intent details.