Requisition Administration — Workflow
Overview
Requisition Administration picks up the lifecycle where Product Requisition leaves off. When a requester submits a requisition (PEND), it appears here for the purchasing team to process. The team creates one or more purchase orders from the items, then finalizes the requisition once all items are covered.
Note
This feature follows SARA's standard record lifecycle model. See: Workflows & Pipelines
Roles involved
- Purchasing team (
create po) — Reviews PEND requisitions, creates POs, rejects or finalizes. - Requester — Does not act here; monitors status from the Product Requisition screen.
Status lifecycle (from this screen's perspective)
The purchasing team acts on requisitions that arrive in PEND status. Their actions move the requisition to one of three outcomes:
| Outcome | Status | Meaning |
|---|---|---|
| Rejected | INPG | Returned to the requester with a reason; requester must resubmit |
| Finalized (manual) | FINA | Purchasing team closed the requisition; remaining PEND items are cancelled |
| Finalized (automatic) | FINA | All items assigned to POs and all POs received; system closes the requisition |
For the full status lifecycle including INPG and CANC, see Product Requisition — Workflow.
Info
For system-wide status guidance, see: Status
Workflow
Processing a PEND requisition
When a requisition arrives in PEND, the purchasing team reviews it via the View modal — checking the items, attached files (RFQ, quotation), budget assignment, priority, and any notes from the requester.
Creating a PO
Click New PO to open the purchase order creation form in a new tab. The form is pre-filled with the requisition's items, budget, and delivery information. The purchaser selects a supplier, sets unit prices, and either saves (INPG) or sends the PO for approval.
A single requisition can generate multiple POs — for example, if items are split across different suppliers. Each PO accounts for the items it covers; the Items counter on the requisition tracks progress as items are received.
Once the last pending item on a requisition is covered by a received PO, the system automatically sets the requisition to FINA.
Rejecting a requisition
Click Reject and enter a reason. The requisition returns to INPG and the return reason is saved on the record. The requester sees the reason when they open the rejected requisition and can resubmit a corrected version.
Warning
On regular requisitions, Reject is only available if no PO has been created yet. Once a PO exists for this requisition, rejection is blocked — the team must manage it through the PO.
Finalizing a requisition
Click Finalize to manually close a PEND requisition. SARA cancels any items still in PEND status and sets the requisition to FINA. Use this when the team decides not to purchase certain items or the requisition has been handled outside the normal flow.
Notifications
There are no notifications sent from this screen. Notifications related to the requisition lifecycle (e.g. rejection emails) are handled from the Product Requisition screen.
Setup & dependencies
- Priority deadlines — Time left on PEND requisitions is calculated from a priority hours catalog. Configure in Control Panel.
- Supplier signatures — Creating a PO that will be sent by email requires the purchasing user to have a signature photo on their collaborator profile.
- Budget — Budget availability is validated when creating the PO, not here.
Permissions
Permissions
Access and actions are permission-driven. See: Permissions