requisitions: create, approve and...

Requisitions:

Create, approve and receive

Version 2 15 November 2016

Creating and managing requisitions / page 2 /

• Know how to create and manage requisitions

• Know how to approve requisitions

• Know how to receive goods and services

After this tutorial you will

Creating and managing requisitions / page 3 /Analysis and reporting

Source and contract

An RFx is run to select the

best products and services

from suppliers.

Enable compliance

Catalogues and forms are enabled

in line with the contract for an easier

buying experience.

Invoice and Pay

Three-way matching (PO,

invoice, receipt) allows fast

invoice approval and payments.

Requisition

Easily find what you

need through a user-

friendly online

shopping experience.

Approve

Simple approval flow

allows for quicker

approval times.

Receive

Quickly confirm receipt of

the goods or services

you requested. Expenses

Seamlessly process expenses.

Procurement Process

SOURCE PROCURE PAY


Create and manage requisitionsNavigating your home page

Search for items using the What do you

need? search bar.

Recent Orders

This shows your recent orders.

You can see the requisition number, PO

number and status of the transaction

(Pending Approval, Received etc.).

To Do’s

To do’s are things that require your attention

and action, for example, receiving.

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Go to https://standardbank.coupahost.com

to access the system

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Actions

The actions drop-down allows you to

withdraw, copy or receive your order.


Create and manage requisitionsSearching for items

SEARCH for items or services in

many ways: type what you are

looking for in the search bar,

browse by category, search

specific catalogues, use order lists

or web forms (pre-built by

Sourcing) and add to cart.

Compare icon

Click on the ‘Compare icon’

to the left of the item name to

compare two or more items.

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Create and manage requisitionsAdd items to cart

Add an item to your cart1

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Click Review Cart to verify your details before submitting

for approval.2

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Create and manage requisitionsVerify the information on the requisition before submitting for approvals

Address

Your delivery address details

Approvals

You may add watchers/approvers before you

SUBMIT for approval.

Billing Information

Such as cost centre and commodity.

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Justification

This provides an opportunity to motivate your

requests

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When you click Add, the Add to Chain options

appear underneath the approval chain.

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Watchers are given visibility

to the approval process for the

request, invoice or expense,

but are not asked to approve.

Additional approvers can be

added if required.


Create and manage requisitionsBilling information

Click the magnifying glass to edit the billing

information.

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If you have a WBS or Internal Order number,

select it from the predefined drop-down list.


Create and manage requisitionsSplit Billing

Click the arrows icon to split the billing

between cost centres.

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2 2 Select the cost centre

and add the amount or

percentage split.

Click Save.You can add more

than one additional

cost centre


Create and manage requisitionsWithdraw and amend requisitions

Requisitions that are pending approval can be

withdrawn to be edited or deleted.

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1 From the Actions menu, click Withdraw.

The page refreshes and your requisition is withdrawn.

Click the Actions menu again to find the updated

options to edit or delete your requisition. Clicking edit

will take you back to your draft requisition to make your

changes and resubmit for approval.

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More ways to find what you need

when creating requisitions


Create and manage requisitionsMore ways to find what you need - Browse

Click Browse on the right of the search bar

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2 Choose a category from the drop-down menus

to browse items in that category.

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Create and manage requisitionMore ways to find what you need

You can also find items by using the menu

items below the search bar.


Create and manage requisitionsMore ways to find what you need – Catalogues

Choose a catalogue from the Catalogues drop-down list below

the search box. Start typing the supplier’s name. The system

displays the available suppliers for you to select.

The results display in a similar way to the general search, but you

only see the items of the supplier you have selected.


Create and manage requisitionsMore ways to find what you need – Web forms

• Web forms are pre-defined by the sourcing department for

goods and services that require additional information.

Select the relevant web form from the Web Forms drop-

down on the home page, just below the search bar. Web

forms also appear in search results.

• Enter the required information and click Save.

• Complete the web form QUESTIONNAIRE and click save to

create a draft requisition with the item and additional detail

you have provided.

• Depending on how the web form has been completed, it

may be routed to the procurement approval group for

action.

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Create and manage requisitionsMore ways to find what you need – Order lists

Items can be grouped into Order Lists to

allow easy configuration and repeat orders.

Choose an order list from the drop-down list

below the search box.

Order Lists are lists of items that have been

grouped together for easier buying. They may

be items from a specific supplier or related

items from various suppliers. The order list

allows you to quickly build your requisition by

simply selecting the items or quantities you

require form the available list.

See following pages on how to create your

own order list.



Create your own

order list

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2Select suppliers /

supplier

Tick to create an

order list for all items

from this supplier.

Click create

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Create your own

order list

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4 Add items

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2 Select/edit suppliers

Select the visibility

of your order list

5 Click Save

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Filter the lines you

want to add by

supplier or item.

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After adding your

items, click Save

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3 3 Delete, print, edit

or copy your order

list with the icons

that appear on the

top right.


Create and manage requisitionsCopying

Create a new requisition by copying an existing

requisition from your recent orders on the left

hand side of the home page.

Approving Requisitions


Source and contract



from suppliers.

Enable compliance



buying experience.

Invoice and Pay




Requisition



friendly online


Approve


allows for quicker

approval times.

Receive





Procurement Process

SOURCE PROCURE PAY


Approve a requisitionNotifications



You will receive a reminder 24 hours after the approval request; failing that after 72 hours approval will be

ESCALATED based on the delegation of authority rules.

You will receive an email NOTIFICATION

should your name be linked to an approval

chain. Approval chains can consist of cost

centre owners, financial controllers, commodity

specific approvers, procurement and other

delegation of authority relevant employees.

There are many ways of approving a

requisition:

• selecting APPROVE within the email

notification

• under the ‘To Do’s’ section on the system

home page or

• utilising the Coupa mobile application.


Approve a requisitionApproving online

If you’re viewing the request online, scroll to

the bottom of the requisition and click

Reject or Approve.

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1 1 Users are able to see the status of

approvals. The approval chain is depicted in

the email and online.


Approve a requisitionsNotifications

The system takes you back to the home

page and lets you know the requisition

has been approved.

The Approval request is no longer under

your To Do’s.

Receiving goods or services


Source and contract



from suppliers.

Enable compliance



buying experience.

Invoice and Pay




Requisition



friendly online


Approve


allows for quicker

approval times.

Receive





Procurement Process

SOURCE PROCURE PAY


Receiving

If the supplier invoice is submitted prior to a

requester receiving goods or services on the

system, the system will PROMPT the requester

to acknowledge receipt. This reminder will

appear in the requester’s ‘To Do’ list.

Goods or services can also be received by

accessing ‘My Account>Spend History’, finding

the REQUISITION NUMBER OR PURCHASE

ORDER NUMBER and under ‘Actions’

selecting ‘Receive’ against the

requisition/purchase order.

There is also an Actions menu to the right of

Recent Order on the home page.

Notifications and actions



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Receiving

Selecting Receive from any of the available

options brings you to the receiving page.

Enter the quantity you want to receive against

the order and a receipt date and click Save.

Quantity and date


Receiving

The system will return to the home page.

The receiving task is no longer in your list

of To Do’s.

The order status is changed to Received.

Notifications

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