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Product Requisition — Workflow

Overview

A requisition starts as a draft that the requester fills out and sends to the purchasing team. The purchasing team reviews and processes it in Requisition Administration, eventually converting approved items into purchase orders. The requester tracks progress from this screen until all items are finalized.

Note

This feature follows SARA's standard record lifecycle model. See: Workflows & Pipelines

Roles involved

  • Requester — Creates, saves, sends, and cancels their own requisitions. Monitors delivery progress.
  • Purchasing team — Reviews and processes requisitions from the Requisition Administration screen. Can reject requisitions back to the requester.

Status lifecycle

  • INPG — In progress. The requisition has been saved as a draft. Only visible to the requester. Can be continued or cancelled.
  • PEND — Pending. The requisition has been submitted and is waiting for the purchasing team to act.
  • REJC — Rejected. The purchasing team has returned the requisition. The requester is notified and must address the issue (typically by creating a new corrected requisition or reusing this one).
  • CANC — Cancelled. The requester cancelled the draft before sending.
  • FINA — Finalized. All items in the requisition have been received and completed.

Info

For system-wide status guidance, see: Status

Status diagram

stateDiagram-v2
    [*] --> INPG : Saved (draft)
    INPG --> PEND : Sent by requester
    INPG --> CANC : Cancelled by requester
    PEND --> REJC : Rejected by purchasing
    PEND --> FINA : All items received
    REJC --> [*]
    CANC --> [*]
    FINA --> [*]

Workflow

Workflow steps

  1. Requester creates and saves or sends a requisition.
  2. If saved as draft (INPG), the requester continues editing and sends when ready.
  3. The purchasing team reviews the PEND requisition in Requisition Administration and processes each item, assigning it to a purchase order.
  4. The requester monitors delivery progress via the Items counter (Received / Total : Approved).
  5. Once all items are received, the requisition is finalized (FINA).

Create and save or send

The requester fills out the four-section form (General, Files, Budget, Items).

  • Save sets status to INPG. The draft can be returned to at any time via the Continue row action. No notifications are sent.
  • Send sets status to PEND and triggers any applicable notifications (see Notifications below). Items need at least one entry; specialized requisitions require RFQ and Quotation files unless reusing from a prior requisition.

Continue a draft

Drafts (INPG) can be reopened via the Continue row action. The form reopens pre-filled. The requester can modify fields and choose Save again or Send to submit.

Cancel a draft

The Cancel row action is available only for INPG records. After confirmation, the requisition moves to CANC. Cancellation cannot be undone — the requester must create a new requisition if needed.

Processing by purchasing

Once PEND, the requisition is visible in Requisition Administration. The purchasing team can assign items to purchase orders or reject the requisition entirely.

  • If rejected, the status changes to REJC. The requester can reuse the rejected record as a starting point for a corrected submission.
  • If processed, items are tracked as they link to purchase orders. The Items counter updates as deliveries arrive.

Transfer expenses

At any stage, the Transfer expenses row action allows the requester to reassign the budget source (project/department and budget item). Any existing purchase orders linked to the requisition are updated to reflect the new budget.

Notifications

Trigger Recipients
Requisition sent with High priority Purchasing team (users with access to purchasing notifications)
Specialized requisition sent Purchasing team (users with access to specialized request notifications)

Note

For global notification behavior, see: Notifications & Alerts

Setup & dependencies

  • Priority deadlines — Time left on PEND requisitions is calculated from a priority hours catalog. If this catalog is not configured, the expiration date cannot be set and submission is blocked. Configure in Control Panel.
  • Delivery addresses — Optional delivery address selector is populated from the delivery addresses catalog. Configure in Control Panel if specific addresses are needed.
  • Budget availability — The project or department selected must have at least one active budget item or budget category assigned. Otherwise the budget selectors will appear empty.

Exceptions & operational notes

  • INPG records with errors — If an error occurs during submission (e.g., a file upload fails), SARA reverts the requisition to INPG rather than deleting it, so the requester does not lose their work.
  • Specialized extension requisitions — An extension is linked to an existing specialized requisition via the Related PR field. The extension inherits context from the parent; only the Other file slot appears (RFQ/Quotation not required again).
  • Reuse — Creates a new independent requisition based on an existing one. The original is not affected. Files can optionally be copied to the new record.
  • XML (CFDI) import — The AI-assisted item import accepts Mexican CFDI XML invoices in addition to the CSV template format. Unit, category, quantity, and description fields are mapped automatically; the user reviews and adjusts before saving.

Permissions

Permissions

Access and actions are permission-driven. See: Permissions