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SpendMap User Guide (v15)

Navigation: Requisitions and Approvals > Approval

About Building Documents from Approved Requisitions

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REQUISITIONS AND APPROVAL > Approval > Build documents from approved requisitions >

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Once fully approved, Item Requisitions and Purchase Requisitions can be converted or "flipped" into procurement documents (POs, Releases or RFQs), with no duplicate data entry.

The resulting documents can either be 1) sent back to the Requisitioner, or 2) sent to one or more Buyers to work on, or 3) orders can be sent directly to suppliers (see No-Touch POs, below).

Item Requisitions (but not Purchase Requisitions) can optionally be split onto multiple POs or other documents (e.g. if they contain items from multiple suppliers) and/or consolidated with other Item Reqs to save shipping costs.

See Types of Requisitions and Workflow for an overview of how this fits into the overall requisitioning process.
 

Automatic vs. Manual Mode

There are two utilities that can be used to convert approved requisitions into POs and other documents; Build Using Established Settings (automatic mode) and Approved Req Staging Area (manual mode).

Automatic Mode builds POs and other documents with information already in the system, without the need to review each requisition. Manual Mode is used when Buyers want to review and edit reqs before building the resulting procurement documents.

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Document Work Areas

Other than POs that are sent to suppliers automatically as part of the build process (see No-Touch POs, below), the build process will send documents to one or more users’ PO Work Area, Release Work Area, RFQ Work Area and/or Purchase Requisition Work Area.

You can select who will get the documents with the setting called "Route POs to" in Misc. Approval Rules and Settings.

Depending on how your system is configured and the options you are using, a single build operation may result in the creation of multiple document types, with documents being routed to one or more users. For example, you might built reqs into 10 Purchase Orders and split them up between 3 Buyers.

You can optionally use automatic notifications to let people know that they have new documents to work on.
 

No-Touch POs (send orders directly to suppliers)

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You can send Purchase Orders to suppliers immediately as they are built from approved Requisitions, rather than sending them to a user’s PO Work Area to process and send to the supplier as a separate step.

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Unattended Mode

If using Automatic Mode, you can build POs and other documents from approved reqs either by manually selecting the applicable menu option or toolbar button from time to time or you can execute this process unattended.

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Closed Requisition Log

When reqs are built into POs or other procurement documents, the details of each requisition are also stored in the Closed Req Log for reference purposes.

In the Log, you can see the details of each req, who approved each item and when, and the resulting document that each req was built into.