Procurement Management - User Guide

Document ID: PROC-UG-001 Version: 1.0 Last Updated: May 2026

👥 Quick Start Guide for Each Role

For Requisitioners

How to Submit a Requisition

  1. Log In
  2. Create Requisition
  3. Track Status
  4. Make Changes

Common Tasks - [Submit single item] - 15 minutes - [Submit multi-item order] - 30 minutes - [Track order status] - 2 minutes - [View order history] - 5 minutes

For Department Heads

How to Approve Requisitions

  1. Receive Notification
  2. Review Requisition
  3. Make Decision
  4. Submit Decision
  5. Track Requisitions

SLA: Review within 3 business days

For Finance Managers

How to Process Finance Reviews

  1. Identify Pending Reviews
  2. Perform Financial Review
  3. Make Approval
  4. Document Decision
  5. Monitor Spending

SLA: Review within 2 business days

For Procurement Officers

How to Manage Vendor Selection & PO

  1. Receive Approved Requisitions
  2. Select Vendor
  3. Create & Send PO
  4. Track Vendor Response
  5. Monitor Delivery
  6. Resolve Issues

Key Tools - Vendor performance dashboard - Contract management system - Delivery tracking portal - Exception alert system

📱 Step-by-Step Procedures

Creating a Requisition

Detailed Steps with Screenshots References

Step 1: Navigate to System
├─ Open web browser
├─ Go to [System URL]
├─ Click "Procurement"
└─ Wait for Dashboard to load

Step 2: Start New Requisition
├─ Click green "+ New Requisition" button
├─ Page refreshes with blank form
├─ Form sections visible: Items, Budget, Delivery
└─ Some fields auto-populated from user profile

Step 3: Select Item
├─ Option A: Search catalog
│  ├─ Click "Search Catalog"
│  ├─ Enter keywords or SKU
│  ├─ Browse results
│  ├─ Click to select item
│  └─ Details auto-populate
├─ Option B: Enter custom item
│  ├─ Click "Custom Item"
│  ├─ Enter description
│  ├─ Enter quantity & unit
│  ├─ Enter estimated cost
│  └─ Add specs if available

Step 4: Verify Item Details
├─ Check description matches need
├─ Verify quantity is correct
├─ Confirm unit cost is reasonable
├─ Review any notes or specs
└─ Proceed if all correct

Step 5: Enter Delivery Information
├─ Building/Location: [required]
├─ Delivery address: [optional, defaults to building main]
├─ Preferred delivery date: [optional, defaults to ASAP]
└─ Special instructions: [optional]

Step 6: Select Budget
├─ Click "Select Budget"
├─ System shows available budgets
├─ Choose budget that will pay
├─ System shows available balance
├─ Verify amount fits in budget
└─ Click to confirm

Step 7: Attach Documents
├─ Click "Add Attachments"
├─ Select files from computer
├─ Allowed: PDF, Excel, Word, Images
├─ Max 50MB total
├─ Add quotes, specs, drawings
└─ Click "Upload"

Step 8: Add Comments (Optional)
├─ Click "Add Comments" section
├─ Explain business reason
├─ Note preferred vendor (if any)
├─ Add any special requirements
└─ Save

Step 9: Review & Submit
├─ Scroll up to review all details
├─ Verify total cost
├─ Confirm delivery information
├─ Check attachments uploaded
├─ Click "Submit for Approval"

Step 10: Confirmation
├─ System confirms submission
├─ Requisition number displayed (REQ-XXXXXX)
├─ Email confirmation sent
├─ View tracking link
└─ Receive notifications as it progresses

❓ Troubleshooting Guide

Problem: “Budget Code Invalid”

Solution: 1. Verify budget code is correct 2. Check if budget is active (not expired) 3. Contact Finance for correct code 4. Alternatively, select from dropdown to browse valid budgets

Problem: “Requisition Rejected - Need More Information”

Solution: 1. Read rejection reason from approver 2. Edit requisition with requested changes 3. Add clarifying notes 4. Resubmit for approval 5. Approver will review again

Problem: “PO Not Received by Vendor”

Solution: 1. Check vendor email address is correct 2. Contact vendor directly to verify 3. Ask vendor if they received email 4. Procurement will resend if needed 5. Escalate if vendor never acknowledges after 48 hours

📊 Reports & Dashboards

Dashboard Elements

My Requisitions - Status of each requisition you created - Approval status (submitted, approved, rejected) - Expected delivery date - Current PO number - Filter by status or date

Approvals Pending (for approvers) - All requisitions awaiting your approval - Sort by due date - Shows department and amount - One-click approval or rejection

Budget Status - Total budget allocated - Spent YTD - Committed (pending) - Available balance - Percentage utilized

Vendor Performance - On-time delivery rates - Quality ratings - Cost competitiveness - Historical prices - Preferred vendor list

🎓 Training Modules

Module 1: Procurement Basics (30 minutes)

Module 2: Using the System (45 minutes)

Module 3: Approver Training (60 minutes)

Module 4: Advanced Topics (60 minutes)

📞 Support & Resources

Getting Help

For General Questions: - Email: procurement@institution.edu - Phone: [XXX-XXX-XXXX] - Hours: 8 AM - 5 PM, Monday-Friday

For System Issues: - Email: itsupport@institution.edu - Phone: [Help Desk Number] - Hours: 24/7 for critical issues

For Approval/Policy Questions: - Contact your approver directly - Email: finance@institution.edu - Ask in training sessions