In today's fast-paced business world, organizations are looking for ways to streamline their purchase requisition approval processes. Manual processes that involve paper-based requests and approvals can be time-consuming, error-prone, and lack transparency. In contrast, automated solutions offer a simpler, more efficient way to manage purchase requests.
SharePoint is a collaborative platform that many organizations use for document management, team collaboration, and workflow automation. With its flexibility and ease of use, SharePoint is an ideal platform for managing purchase requisition approval processes.
In this post, we'll explore how SharePoint can be leveraged to streamline purchase requisition approvals. We'll look at the features that make it a great choice for managing these processes, such as configurable workflows, configurable email notifications, and document management capabilities. We'll also discuss how SharePoint can help reduce errors and increase transparency in the approval process, making it a simple and convenient solution for both process managers and end-users.
Whether you're an IT head looking for ways to improve your organization's procurement process or a process manager interested in streamlining your team's workflows, this post is for you. By the end, you'll have a better understanding of how SharePoint can be used to make purchase requisition approvals a breeze. So, let's dive in!
Figure 1: Purchase Requisition Form
In this form, you can view all the items that were requested. Users can attached documents to ensure that all related documents are easily accessible. They can also type in any comments, while the system will keep track of all the decisions of each approval step.
Figure 2: Approval Workflow Process can be configured to suit your organization needs.
This feature makes it easy to configure the different approval processes for different type of purchases including credit authorization levels. Within each approval stage, you can configure the action for rejection to either revert to previous stage or terminate the entire process. This makes it flexible to support different scenarios.
Figure 3: Configurable Actions with scheduled reminder to support SLA.
Since notification email can also be configured, you can create useful reminders to help your users to push them along with their actions.
We also built a product catalog so that users can select common items from a shopping cart conveniently to remind them how much each item is costing the company.
Figure 4: Shopping cart for easy multiple item selection
Here is a short video on how the solution works.
By implementing this solution, organizations can benefit from the following:
Increased efficiency and productivity: The solution simplifies the purchase requisition process, reducing the need for manual intervention and minimizing errors. This, in turn, helps to speed up the approval process, allowing organizations to make purchases quickly and efficiently.
Improved transparency and accountability: SharePoint's document management and audit trail features help to increase transparency and accountability in the purchase requisition process. This allows managers and stakeholders to track the progress of purchase requests and approvals, reducing the risk of errors or fraud.
Flexibility and customization: The solution is highly configurable and can be customized to meet the specific needs of different organizations. This means that it can be adapted to support different types of purchases, workflows, and approval processes.
Simplified shopping cart mechanism: The solution provides a shopping cart mechanism for easy item selection, allowing end-users to make purchase requests quickly and easily.
Streamlined communication: SharePoint's notification features allow for configurable email notifications to keep stakeholders informed of pending actions. This reduces the need for manual follow-up and ensures that the approval process moves forward in a timely manner.
Overall, this solution provides a simple and convenient way for organizations to manage their purchase requisition approval processes, improving efficiency, transparency, and accountability. Do contact us if you are interested in this solution.