Purchase Order Based on RFP Scenario

Emma, a Consultant from the Finance Department, needs to travel to Paris for a business meeting with a client. She creates a travel request, specifying the required flights and accommodations.

After approval from her manager Tim, and the Travel Manager Andy, she completes the trip. Upon returning, she provides receipts and necessary details to the Finance Assistant Bob, then the Finance Manager Chris submits a travel expense report for reimbursement.

Steps

  1. Select the Relevant Organization Unit. See Home: Organization unit Selector.
    • Lisa begins by choosing the appropriate organizational unit for the requisition.
  2. Create a Request for Proposal. See Request for Proposal: Create.
    • Lisa, creates a public RFP within the application.
  3. Enter Requisition Details:
    • Vendor: TechSolutions Ltd.
    • Due Date: 02/06/2025
  4. Add Line Items:
    • Item 1: IT Support (Remote & On-Site)
      • Expense Type: IT Services
      • Quantity Ordered: 12
  5. Submit the Request. See Request for Proposal: Details.
    • Lisa submits the request.
  6. Supplier Receives RFP & Prepares Proposal. See Request for Proposal: Details.
    • The system automatically creates a mirrored RFP for Supplier, containing:
      • All details from Lisa's RFP
      • Public buyer information
    • Note: User with PR/Vendor Manager permission on the supplier side can edit details and upload a proposal document.
  7. Supplier Submits Proposal.
    • Mark, PR Manager submits the RFP.
    • Note: Uploading a file with the proposal is required during this step.
  8. Buyer Evaluates & Creates PO.
    • Lisa reviews the submitted proposal.
  9. Purchase Order Creation. See Purchase Order: Create.
    • Markus, the buyer, creates a Purchase Order (PO) based on the selected proposal details from the RFP.
  10. CFO Approval.
    • Michael, a CFO, reviews and approves the purchase order, changing its status firstly to synchronizing, then to ordering.
  11. Supplier Receives Sales Order.
    • Once the PO is completed, a Sales Order (SO) is automatically created for the supplier in Enroute status, containing identical details from the buyer’s PO.
  12. Supplier Completes Sales Order. See Sales Order: Details
    • The supplier completes the order.
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Purchase Order Scenario

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