Overview
The purchase applicant selects products or services that are needed. The case goes to the person's boss who will request changes, reject or approve. If the case is approved, a policy will evaluate if the boss has the level of authority to approve the amount. If the boss does not, the case will go to his/her boss, and so on. The Quotations and Purchase Orders sub processes are created to continue with the request. The Purchase Request process is the formal procedure of buying goods and services. It begins with the identification of products or services needed by the logged user, who selects them from a list or enters its description.
According to the price of the request it needs approval from the user’s boss. Once the request has been approved, quotations are asked for to the appropriate number of potential suppliers. In this process, there can only be one selected supplier for all the products or services requested. Quotations are selected according to the delivery date, price and quality.
The Purchasing department selects a supplier and generates a Purchase Order that is sent to the selected supplier and saved in the company's ERP.
Bizagi Modeler Process Description (Bpm)
The complete documentation of this process can be found within its Bizagi Modeler file (.bpm). From there, you can generate a Word document with all its information.
Process Elements
Create Purchase Request
Description
The requested products are selected from a list, or can be requested as new products. There should be at least one product registered.
The requested delivery date, delivery information and products specifications can be entered.
Performers
Applicant
Duration
1 hour
Actions
Type |
Description |
|---|---|
On enter |
Set todays date and Request By user. |
On exit |
1- There has to be at least one product added. 2- Sets the authority level. 3- Sets the user that created the case. 4- Calculates the estimated cost. |
Form
Authorize Request
Description
The boss of the applicant authorizes the purchase request.
Performers
Boss
Duration
3 hours
Actions
Type |
Description |
|---|---|
On enter |
Adds an approval record. |
On exit |
Updates the approval record. |
Form
Request Authorized
Description
According to the total price of the purchase request, a set of approvals might be needed.
If the boss that approved in the first place does not have the authority level to approve the amount requested, his/her boss will approve and soon.
Gates
•NO: The purchase request is rejected.
Changes are required: The purchase request needs changes.
Requires another approval: The request is approved AND the boss does not have the authority level.
•YES: The request is approved AND the boss has the authority level.
Notify approval
Description
E-mail sent to the Purchase Request applicant.
Performers
Automatic
Script
Dear <PurchaseRequest.RequestedBy. fullName>
Your purchase request for case number <RadNumber> has been approved.
Your request is (Products requested grid)
Here is a copy of all the approval process records. (Approval collection)
This is an auto generated e-mail. Please do not reply
Quotations
Description
A single process of Quotation will be created, as soon as the Purchase Request is approved. In this process, the Purchasing Department will request all the necessary quotations.
Performers
Purchasing Department.
Process
Quotations
Purchase Order
Description
A Purchase Order process is created when a supplier is selected. In this process, the Purchasing Department will generate the Purchase Order document.
Performers
Purchasing Department
Process
Purchase order
Notify rejection
Description
E-mail sent to the Purchase Request applicant.
Performers
Automatic
Script
Dear <PurchaseRequest.RequestedBy. fullName>
Your purchase request for case number <RadNumber> has been rejected.
Your request was (Products requested grid)
Here is a copy of all the approval process records. (Approval grid).
This is an auto generated e-mail. Please do not reply
Notify Required Changes
Description
E-mail sent to the Purchase Request applicant.
Performers
Automatic
Script
Dear <PurchaseRequest.RequestedBy. fullName>
Your purchase request for case number <RadNumber> requires some changes.
Your request was (Products requested grid)
Here is a copy of all the approval process records. (Approval collection)
This is an auto generated e-mail. Please do not reply
Quotations
The Quotation process requires the Purchasing department to request and receive quotations. Then, one will be selected in order to choose a supplier with whom the purchase request will be carried out.
Form
Data model
Process Elements
Request Quotations
Description
In this activity, all the required quotations will be requested. Suppliers should be searched from a list. If a supplier is not included in the list, an administrator should include the information through the Admin option.
Performers
Quotations Request
Duration
2 days
Actions
Type |
Description |
|---|---|
On enter |
Set the Total cost of the estimated unit prices, to the attribute TotalCost. |
On exit |
1- Policy: Sets the number of quotation required. 2- Evaluate if the number of quotations required are entered. |
Form
Receive Quotations
Description
For each received Quotation a set of information is needed. The minimum number of quotations required is handled through a Business Rule, according to the total price of the purchase. The user can choose to ignore the Business Rule and continue with fewer quotations than required.
Actions
Type |
Description |
|---|---|
On enter |
Sets the products that are requested to each supplier. |
On exit |
Evaluate if the number of quotations required are entered. |
Form
Select Supplier
Description
The user will select the supplier. Each one will show the delivery date and price.
Additionally, a ranking based on quality is displayed to make the selection easier.
Performers
Select Supplier
Duration
4 hours
Actions
Type |
Description |
|---|---|
On enter |
Sets all the suppliers to "Not Selected". |
On exit |
Calculates the total Actual Cost of the purchase. |
Form
Purchase Order
The Purchasing Department will generate a Purchase Order for the supplier, indicating types, quantities, and agreed prices for the requested products.
This Purchase Order needs approval from the Administrative Manager. Once it has been approved it will be sent to the supplier via email. It will also be generated in the ERP of the company using an interface.
Form
Data Model
Process Elements
Create Purchase Order
Description
The required information for the Purchase order is entered. Also the user has to generate a pdf of the Purchase order.
Performers
Purchase order
Duration
1 day
Actions
Type |
Description |
|---|---|
On enter |
Sets the attributes of the Quotation selected and the supplier in the Order. |
On exit |
Sets if the order requires approval. Set Purchase Order like not Invoiced. |
Form
Requires approval?
Description
A business rule will evaluate of the Purchase Order requires approval, according to its total price.
Gates
•YES: The Purchase Order requires approval.
•NO: Default.
Approve Order
Description
The Purchase Manager approves or requests changes for the Purchase Order.
Performers
Manager
Duration
4 hours
Actions
Type |
Description |
|---|---|
On enter |
Creates an approval record. |
On exit |
1- Updates the approval record. 2- Sets the user that approves. |
Form
Approved?
Description
Evaluates if the Manager approved the Order or it requires changes. If it requires changes, the case will return to the person in charge of the 'Create Purchase Order' activity.
Gates
•MODIFY ORDER: The Purchase Order requires changes.
•YES: Default.
Send Purchase Order to supplier
Description
Email sent to the supplier with a carbon copy to the Purchase Manager, with the Purchase Order.
Performers
Automatic.
Script
Dear <Quotations.Supplier. Supplier>
We have received your quotation and we are satisfied with the conditions.
Attached to this e-mail you will find the Purchase Order.
Please feel free to contact us if you have any questions.
Best regards,
Bizagi Purchase Team
Generate Order and send to ERP
Description
An interface connects with the ERP of the company to generate the Purchase Order in the system. To learn about interfaces please refer to: https://help.bizagi.com/platform/en/index.html?studio_interfaces.htm
Performers
Automatic
Actions
Type |
Description |
|---|---|
On exit |
1- Executes the interface that updates the ERP of the company with the information of the Purchase Order. The file number returned by the system is saved in the attribute ERPPurchaseOrderNumber |
Implementation
WebService
Update ERP
Description
When the ERP is not updated correctly, this activity will be enabled. The user has to update the ERP manually.
Performers
Purchase Assistant.
Duration
4 hours.
Form
Performers
Applicant (Entity)
Boss (Entity)
Automatic (Role)
Purchasing Department (Entity)
Quotations Request (Role)
Quotation Receive (Role)
Select Supplier (Role)
Purchase order (Role)
Manager (Entity)
Purchase Assistant (Role)
Last Updated 10/27/2022 9:03:14 AM