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Purchase Requisition System
Too many finance teams overlook the importance of Purchase Requisitions- don’t make the same mistake! Zahara’s Purchase Requisition System will help you regain control of spend, reduce risks of fraud, and simplify your entire buying process. What's not to love? A Cloud-based, easy to use purchase Requisition system that can be up and running quickly. Learn about implementing a purchase requisition systemLets Talk
Hundreds of companies trust Zahara every day
What is a Purchase Requisition?
A purchase requisition (PR) is a internal document and more likely a complete process for controlling costs inside an organisation. Spend requests are evaluated ahead of buying decisions being made. Usually PRs have a separate numbering system and are a pre cursor to a purchase order. Zahara handles all of this with ease.How We Work:
Raise Purchase Request
Seek Approval
Send PO to Supplier
Raise Purchase OrderRequest ApprovalSend PO to Supplier
Easy To Use
The great thing about Zahara is that anyone can use it. Any person with the right permissions can create a purchase request with minimal training. Our goal when we created Zahara was to keep it accessible, so the whole interface is designed to be as user-friendly as possible.
Supplier Management & Inventory
Great buying begins with solid supplier management.
You can easily email all or selected suppliers from within Zahara - requests for pricing are very easy. In addition, our import module allows you to keep updating product lists so you have access to up to date pricing. You can also set up an alert in Microsoft Teams when a new supplier is created so the finance team can undertake usual diligence checks. Zahara's supplier module allows you to do all of this and more.
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Control Spend with Budgets
Zahara allows you to create budgets for both departments and projects. These budgets can be granular - against GL codes, or cost centres with flexible periods. They’re easy to set up and allocate. When users create purchase requisition, they can see how their purchase will affect the budget. Managers can be notified of budgets being exceeded and refer to budgets when making approval decisions.
Budgets provide a framework for your departmental and project spend. They help make sure your high performance teams are spending the right amount, with the right people, at the right time.
Multi-step Approval Workflows
Using Zahara's conditions, you can create multi-step approval workflows that involve different managers depending on the situation. It could be that a purchase exceeds a budget or the value requires authorisation from the CFO. Whatever you need, you can specify it and create the perfect approval process in minutes. You can also send emails, change field values and send purchase orders to vendors. The approval process is then a complete workflow with a full audit trail behind every request.
Simple Staff Expenses
Zahara's mobile app allows staff to record expense requests. These can be stored on in the mobile app until they’re ready for approval. Each line-item can have an individual receipt added either as a photo or a PDF. Once submitted, expenses are routed into separate approval workflows and then processed faster and more easily.
What Are the Key Elements of an Purchase Requisition System?
A Purchase Requisition System like Zahara, will have the functionality to create a purchase request selecting the supplier and the items you wish to buy. Most important will be layered permissions so only the right people in the organisation are able to create spend requests. The other key part of the Purchase Requisition system is the workflow creator. You will want a process so that spend requests - often called 'purchase requisitions' are approved first. This means you will need perhaps one or more people involved in the "sign-off". You may also want the purchas order to be sent to the supplier automatically. Zahara does all of this and more and also handles the invoice matching if required.How do I create a Purchase Requisition?
Creating a purchase requisition typically involves using a standardised template provided by management. This template includes fields to input essential information such as item descriptions, quantities, unit prices, and supplier details. The process entails filling in these details accurately and then officially issuing the purchase order to the chosen supplier. This standardised approach helps maintain consistency and compliance within the procurement process. When you use Zahara, this process becomes easier and faster as its all accessible in one attractive, easy to use, software applicationWhat is the Difference Between a Purchase Order and a Purchase Requisition?
While both documents are integral to the purchasing process, they serve distinct purposes. A purchase requisition is a request made by the buyer to procure goods or services. A purchase order is a contract issued to the supplier, requesting goods or services under the terms your specify.Why Are Purchase Orders Important?
Purchase orders play a crucial role in the efficient operation of businesses. They provide transparency, helping to prevent misunderstandings and disputes between buyers and suppliers. Additionally, purchase orders serve as essential financial and inventory management tools, enabling organisations to track expenses, plan budgets, and maintain accurate records of procurement activities. Overall, they contribute to smoother and more organised procurement processes, which are vital for any business's success.
