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ReqmaX is a simple but
comprehensive solution that gives complete control over all materials
and services requisitioned for organisations, companies and specific
projects. It encourages management by exception, reducing approval cycle
times and offers a rapid return on investment.
It enhances management control by eliminating many of the outdated and
restrictive practices associated with the requisition and approval cycle
whilst maintaining the controls necessary to satisfy quality. The time
saved at all stages in the requisition approval cycle will enable you to
focus greater resources on improving your performance and productivity
in other areas.
ReqmaX is part of a fully integrated suite of software packages
to satisfy all material management business needs. Designed through
partnership between materials management and accounting professionals
and IT specialists and representing a 25 man-year development effort.
Each function although modular is encompassed under the
ProcuremaX umbrella and is fully
integrated. Being modular each module can also stand-alone if required.
Most organisations and companies operate a process where all Material
and Service Requisitions are paper-based, and this makes it difficult
for the project management team to control and keep track of the status
of requisitions. The potential knock-on effect is that urgent materials
and services are not always available when required.
ReqmaX is part of the Matrix suite of products and
interfaces with the main procurement system,
ProcuremaX. This combination provides
effective materials management across the complete procurement cycle.
The main operations relating to requisitioning are creation and tracking
of requisitions; expediting of requisitions, review, checking and
approvals, request for quotation and subsequent action and generation to
a purchase order by the procurement department.
Functions available within the ReqmaX Requisitions Control module
are detailed below and are sectioned by major category. It is assumed
that the reference and infra-structure information required for
processing requisitions i.e. projects, personnel, departments,
currencies, locations, vendors etc. will be available via a Matrix
administration module provided with ReqmaX.
ReqmaX covers all business and operational areas associated with
the requisition approval cycle and its related activities. The main
functions and facilities are as follows :-
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Company, department and personnel |
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Determine the approval stages
throughout the requisitioning review and approval cycle |
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‘Workflow’ function taking the user
through the logical sequence of activities |
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Workbasket notification throughout
the approvals cycle |
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Lists are displayed dependent on the
filtering criteria selected |
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Re-numbering and copying facilities |
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Full line item traceability |
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Unlimited number of items per
requisition |
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Requisition number system generated
or free form |
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Multiple cost distribution per item |
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Suggested vendors can be assigned
for either the whole requisition or individual line items |
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Item description can be free form or
determined by part numbers |
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Multiple delivery locations per item
can be assigned |
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Multiple part number systems can be
used |
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Multiple Required on Site (ROS)
dates per item |
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The approver has the capability to
reject and return the requisition to the originator |
REQUESTS FOR QUOTATION (RFQ's)
Requests for Quotation (RFQ’s)
can be integrated with the Requisition Control functions or processed
separately (by using ProcuremaX), if desired. The main functions
included in this part of the application are as follows :-
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Forward RFQ to selected vendors |
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RFQ
can be e-mailed or forwarded by hard copy, as defined by user |
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E-mail notification to the vendor |
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Vendor supplies quotes via spreadsheet / email etc. |
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Database automatically updated with quotation details |
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E-mail facility for vendor to communicate with the buyer,
question and answer |
REQUISITION PROCESSING by PROCUREMENT
Once the requisition reaches the end of its’ review and approval route
it normally becomes the responsibility of the Procurement Department to
then proceed with the creation or generation of the Purchase Order and
subsequent procurement of the materials and / or services. Facilities
are provided to facilitate this process and generate the fully approved
requisition from ReqmaX into one or more purchase orders within
ProcuremaX. These facilities include
the following :-
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Fully generate the requisition
to a PO |
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Partially generate the requisition items to a PO |
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Partially generate the requisition item quantities to a PO |
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Quantities
previously generated to a Purchase Order are displayed |
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Generate items to a new PO |
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Attach items to an existing PO |
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Items from multiple requisitions can be included on the same PO |
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PO
number automatically generated |
ENQUIRY
Several enquiry functions and facilities are available within ReqmaX
to ensure requisitions are not delayed or held-up by review
personnel not undertaking the checking and approval actions for the
requisitions assigned to them. Other status related enquiries are also
available in the system, some of these are as follows :-
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Requisition status, by project, displaying number of
requisitions |
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New
requisitions not assigned an approval route |
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Requisitions awaiting approval |
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Requisitions not assigned to a buyer |
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Requisitions awaiting procurement action |
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Requisitions not yet generated to purchase order |
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Requisition
/ purchase
order cross reference list |
ReqmaX
is fully integrated with the MatriX administration module (which
provides facilities to create and maintain reference information) and
with ProcuremaX for subsequent
creations and generation of requisitions to Purchase Orders for
subsequent processing by the Procurement Department.
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