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Requisitioning is one of the most important stages in Purchasing Management Process because the more detailed and clearly formulated requisition form is, the more chances that the purchase will meet customer's requirements. If a proper requisition form is not built and debugged, company can face lots of unexpected problems which lead to extra costs and procrastination.
First of all, if a required product or service is not clearly described and itemized, it will be difficult for Purchasing Department to select appropriate supplier and provide the company with right purchase. The product may not suit the customer by one of the parameter that was disregarded, so the time and, very often, money will be spent in vain. Only a clear form that includes all possible details in product or service description can help purchasing officers avoid this situation
Second, if there is no standardization in product or service descriptions, it’s very easy to get confused with different names of one product/service. Several departments or office workers may order the same product under a different title. The result of such non-coordination is misunderstanding, muddle, stress and lost of consolidated orders and volume discounts. That's why all the requests should be organized into one system with standard requisition forms and unified product lists.
Third, if the purchasing officer is not notified of new or canceled request in time, the required product or service may not be ordered and delivered. Vice versa when the requisition form is suddenly canceled, the ignorance of purchasing officer may cause essential material loss. So the purchase management system should allow requisition tracking in real time mode and synchronize all the changes and corrections in requisition forms.
The best solution for all problems mentioned above is a specialized software for a centralized purchasing data management. VIP Task Manager is a powerful tool that has all required features to organize the purchasing process in general and requisitioning in particular. It helps to avoid waste of time, money and energy, forget about endless piles of paper forms and solve the main task of purchasing process – supply the customer with the right product on the most suitable and beneficial terms.
VIP Task Manager offers the following benefits for Purchasing Department:
- Possibility to create a clear, and at the same time simple, requisition form which allows anyone to accurately describe required products, materials or services.
- Possibility to add any required fields to requisition form in order to list some more details of ordered product.
- Possibility to access the requisition form at any moment both from the side of internal customer and purchasing department to correct the request, approve or cancel it.
- Possibility to get notification of new requisition forms, changes in requests, “verified” status , etc. to process requests in time or act accordingly.
- Possibility to track, sort and group requisition forms by any of their fields as well as export forms to other formats like MS Excel and print them out.
- Possibility to create real time reports and get statistics concerning each request or a group of requests e.g. summarize their total price, quality, etc.
How to use VIP Task Manager for Requisitioning
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Start VIP Task Manager Professional.
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Create a new task group “Requisitions”.
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Create your own Custom Fields, for example “Model”, “Color”, “Size”, “Quantity”, etc. (All subgroups and tasks, created in task group “Requisitions” can inherit these fields).
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Allow "Customers" to create tasks (requisition forms) in this task group, enter product quantity, size and other information into task custom fields
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Create the appropriate statuses for tasks like Created, Verified, Canceled, etc.
Next stage of Purchasing Management process - Financial Approval
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