Requisition(s)

The following steps guide you on how to do Requisition

• Follow Steps 1-3 to create a new requisition

• Click the Add Item(s) button as shown in Step 4
• This leads you to the Store Items window from which you can narrow down your search to whatever item(s) you want from the several available search filters

• Specify the Search by filter as shown in Step 5 and enter the Search value Step 6
• Click the magnifying lens in Step 7 to search for the item from the inventory
• Select the relevant item(s) Step 8 and click the Use button Step 9

• Add the Requisition description as shown in Step 10 and set the expected delivery date for the item(s) Step 11
• Click on the Save button shown in Step 12 and finally click Ok on the text box that pops up after saving
• After Step 13 a detailed requisition voucher should now pop up with a summary of the item(s)

• The figure below is the representation of a Requisition Voucher

Follow these Steps to Approve Requisition(s)

For you to Approve a Requisition, you must be authorized to perform the operation on the record source department
• Steps 1 & 2 lead you to Requisition(s)
• Specify the search criteria, enter the search value (Step 3) and click the magnifying lens (Step 4) to display the Requisition(s)
• Skip Step 3 to display all the Requisitions
• Select the requisition record to be Approved (Step 5), click Process (Step 6)
• Select Approve Department/Procurement/Finance/Principal (Step 7), and click the Approve button shown in (Step 8)
• The approval must be done in the order illustrated in Step 7

• Click OK as shown in Step 9 below to proceed to the next step

• Click OK as indicated in Step 10 below, and the procurement status changes to Dept/Proc/Fin/Princ. Approved depending on the office the approval is coming from

Follow these Steps to Reject Requisition(s)

For you to Reject a Requisition, you must be authorized to perform the operation on the record source department
You can only Reject Requisition(s) which has NOT been Approved by the Principal
• Steps 1 & 2 lead you to Requisition(s)
• Specify the search criteria, enter the search value (Step 3) and click the magnifying lens (Step 4) to display the Requisition(s)
• Skip Step 3 to display all the Requisition(s)
• Select the requisition record to be rejected (Step 5), click Process (Step 6), select Reject (Step 7), and click the Reject button shown in (Step 8)
• On the text box that appears, provide the reason for rejecting (Step 9), and click OK as shown in Step 10

Item Receipt(s)

The following steps guide you on how to do Item Receipt(s)

• This is the next step after a requisition has been made and the items ordered
• Here, you can receive goods, view ordered items, return goods, inspect a delivery, and print a goods received note
• There are two options here, you can either receive ordered item(s) or receive general
• Ordered items have an LPO/LSO and have followed the full procurement procedure while general ones don’t have an LPO/LSO. This applies to things such as donations and grants
• Before an item can be received, the order must have been made and approved by all the relevant offices
• Follow the steps below to receive an item
• Steps 1 – 3 will take you to Item Receipt(s) from where you receive items
• Click the Receive button shown in Step 4
• On the small menu that appears, select Receive Ordered Item(s) and confirm your selection by clicking the button shown in Step 6

• After Step 6 the Stores Items Received Form shown below pops up
• Click the magnifying lens shown in Step 7 and search for the supplier whom the delivery is from
• Enter the delivery details as shown in Step 8 and click the Get Undelivered Order(s) button (Step 9)

• After Step 9, the Search Procurement Orders window shown below pops up
• Specify the Search By criteria (Step 10), enter the Search Value and click the magnifying lens shown in Step 12 to display the pending orders
  NB: Only fully approved orders will appear here
• The Delivery Description will be picked from the LPO
• Select the relevant order as shown in Step 13 and click the Use button shown in Step 14

• After Step 14, the ordered items appear as shown below
• Select the items that have been delivered as shown in Step 15 below
• Click the Save button shown in Step 16 and click Ok on the text box that pops up after saving
• After Step 16, a Goods Received Note should be generated

• The figure below is the representation of a Goods Received Note

• Other operations that can be done once items have been received include; Returning, Inspection, and Printing GRN
• Follow Steps 1 – 3 to get to Item Receipts
• Search for the Item Receipts as shown in Steps 4 - 5
• Select the relevant Item Receipt (Step 6) and select the operation (Step 7)

Follow the steps below to inspect a delivery

• From the options shown in Step 7 above, select Inspect (This should be done by a user that had been assigned to inspect the order)
• On the Inspection Form shown below, you can select the drop-down shown in Step 8 to choose whether to Accept or Reject an item
• Enter the remarks per item in the section shown in Step 9
• Alternatively, you can enter the General Remark(s) as shown in Step 10 and click the Apply to All check box (Step 11)
• Click the Save button shown in Step 12
• Finally, click ok in the text box that appears (Step 13)to generate the Item Inspection Form printout

Item Issue(s)

An item must have been received and inspected (where applicable) before it can be issued

• Follow the steps below to issue item(s). Steps 1 – 3 take you to Item Issue(s)
• Click on New (Step 4). This takes you to Store’s issue form

• On the Store’s issue form, select the department to which the item(s) are being issued and type the description (Step 5)
• Click the magnifying lens shown in Step 6 to search and select the officer receiving the items
• After selecting the individual receiving the item(s). Click the Add from Requisition button shown in Step 7

• Specify the Search By criteria and enter the Search Value as shown in Step 8 then click the magnifying lens in Step 9
• You can skip Step 8 to display a list of all the available items
• Select all the items you’d like to issue as shown in Step 10 then click the Use button shown in Step 11

• Click Save (Step 12) and click Ok on the text box that appears after saving
• After Step 13, an Issue Note printout is generated

Item Inventory

Inventory Classification

Active Asset(s)

Obsolete Asset(s)

Asset Classification

Stock Take

Reports