Requisitions

Requisitions are controlled requests to source goods or services. They cover internal requirements raised for a department and external customer demand raised for a Company or Individual.

Workflow

Draft -> Submitted / Pending Approval -> Approved
                                      -> Rejected
                                      -> Cancelled
                 -> Withdraw for editing -> Draft (new revision)

Creating a Requisition

1. Go to Requisitions -> Create.
2. Choose Internal requirement or Customer demand. Enter the requesting department for internal work, or the Company/Individual details for external demand.
3. Select currency.
4. Add product lines from Inventory where available, or use free-text descriptions.
5. Enter requested quantity, unit of measure, estimated unit cost, and notes.
6. Save as Draft.

Internal requirement and Customer demand

Choose the demand origin before entering request details:

• Internal requirement uses a Requesting Department for the operational need.
• Customer demand uses a Company or Individual, customer request reference, request and response dates, delivery details, and an optional CRM deal or draft estimate link.

Customer-demand requests still keep an internal Owning Department for budgets, approval policy, and accountability. When CRM is enabled, select an authorised customer, prospect, deal, or draft quote. Procurement-only businesses can capture a controlled external-party snapshot without creating a second customer master. Customer details and source-line descriptions are snapshotted so history remains understandable after a CRM record changes.

Customer demand is an internal authorization to source fulfilment. It is not the customer quotation itself and does not email the customer, award a supplier, create a purchase order, or post Accounting.

Editing, revision, and Withdraw for editing

The creator can edit a Draft requisition directly. A Rejected requisition can be edited and resubmitted. A Submitted or Pending approval requisition must first use Withdraw for editing with a reason; this cancels the active approval step, stops reminders, preserves approval history, returns the document to Draft, and increments its revision. Resubmission creates a fresh approval request and immutable snapshot.

Approved or converted requisitions are locked. Managers and verified owners may edit or withdraw another user's visible unapproved document only with the relevant authority. Approvers do not gain edit rights merely because a decision is assigned to them. Stale revision tokens and concurrent approval decisions block the edit rather than overwriting newer work.

Submitting and Approving

1. Open the draft requisition and click Submit.
2. SikaBooks finds the approval policy by amount and department.
3. Approvers act from the Approval Queue.
4. Approval moves the request forward; rejection requires a comment.

Once approved, the request can be sourced through RFQ and then awarded into a draft PO.