Purchase Requisition
Manage tenders, blanket orders, and framework agreements with multiple vendors
The Purchase Requisition module enables creating calls for tenders to invite multiple vendors to quote, compare, and select the best vendor. Supports blanket orders for recurring purchases.
The system manages the entire process from creating tenders, sending to vendors, receiving quotes, comparing, to selecting winners and creating purchase orders.
Key Features
Key points
• Call for Tenders: Invite multiple vendors to quote simultaneously
• Blanket Orders: Framework agreements for recurring purchases with fixed prices
• Vendor Comparison: Compare quotes from multiple vendors
• Automatic PO Creation: Automatically create PO from tender winner
• Purchase Agreements: Manage long-term agreements
• Quantity Allocation: Allocate quantities to multiple vendors
• Deadline Management: Track quote submission deadlines
• Approval Workflow: Approval process for tenders and winner selection
Tender Workflow
Steps
1. Create Purchase Requisition: Go to Purchase → Orders → Purchase Agreements, click New. Select type "Call for Tenders" or "Blanket Order".
2. Add products: Add products to purchase with quantities. Enter quote submission deadline.
3. Invite vendors: Add vendors to tender. Send RFQ to each vendor via email.
4. Receive quotes: Vendors respond with prices and delivery times. Update tender lines.
5. Compare and select: Compare prices and terms. Select best vendor, click "Choose" or "Set as Winner".
6. Create PO: System automatically creates PO from tender winner. Confirm and track delivery.
Requisition Types
Tender vs Blanket Order
| Feature | Call for Tenders | Blanket Order |
|---|---|---|
| Purpose | One-time purchase, select best vendor | Recurring purchases, fixed price |
| Vendors | Multiple vendors compete | Usually 1 vendor |
| Duration | Has quote submission deadline | Valid for time period |
| PO Creation | Create 1 PO for winner | Create multiple POs during period |
| Pricing | Select best price | Fixed price per agreement |
| When to use | Large purchases, need bidding | Frequent purchases, stable |
Real-World Scenarios
Requisition Applications
| Scenario | Implementation | Result |
|---|---|---|
| Purchase large equipment | Create tender for high-value machinery. Invite 5 vendors to quote. Compare price, warranty, delivery. | Select best vendor, save 15% vs initial price. |
| Recurring raw materials | Create blanket order with vendor A, fixed price for 6 months. Create monthly POs from blanket order. | Stable pricing, no negotiation each time, save time. |
| Allocate to multiple vendors | Tender needs 1000 products. Vendor A quotes best but only has 600. Select A for 600, B for 400. | Ensure sufficient supply, leverage good prices from both vendors. |
| Urgent tender | Need goods urgently, 2-day deadline. Send tender to vendors with stock, fast delivery. | Receive quotes quickly, select fastest delivery vendor. |
| Public bidding | Government project requires bidding. Create tender, send to all qualified vendors. Record process. | Comply with regulations, transparent, have audit trail. |
Best Practices
Key points
• Clear description: Write detailed product requirements, quantities, delivery times in tender
• Reasonable deadline: Give vendors enough time to quote (at least 3-5 days)
• Evaluation criteria: Define vendor selection criteria upfront (price, quality, delivery)
• Tender templates: Create templates for frequent tenders
• Vendor pool: Maintain list of qualified vendors for each product type
• Blanket orders for recurring items: Use blanket orders for monthly raw materials
• Track performance: Evaluate vendors after each tender to improve next time