Main workflow
- 1
Create the request
Choose the project and add each required material with quantity, unit, and useful specifications or notes.
- 2
Submit for review
Send the completed request for approval.
- 3
Approve the requirement
An authorized reviewer confirms or changes the approved quantity and other supported approval details.
- 4
Record fulfillment
Enter what was supplied, the Actual Unit Cost, fulfillment source, and payment source.
- 5
Complete the request
Finish the request only after the required approved items and fulfillment details are resolved.
Request and fulfillment statuses
| Request status | Meaning |
|---|---|
| Draft | Still being prepared. |
| Submitted | Waiting for review. |
| Approved for Fulfillment | Authorized for fulfillment. |
| Rejected | Not approved. |
| Cancelled | Stopped without successful completion. |
| Completed | The supported fulfillment workflow is finished. |
Fulfillment progress is tracked separately as Pending, Partially Fulfilled, Fulfilled, or Completed.
Requested, approved, and fulfilled quantities
Requested Quantity
- What the requester originally asked for.
Approved Quantity
- What the reviewer authorized.
Fulfilled Quantity
- What was actually supplied.
Fulfillment workflow
Open an approved request, record the item being fulfilled, enter the Actual Unit Cost, then choose the fulfillment source and supported payment source before saving progress or completing the request.
Supplier Purchase
- Use when materials were acquired externally for the request.
Own Warehouse
- Use when company-owned stock was issued.
- This records the source; it is not a complete inventory-management system.
Payment Source can include Released Budget, Company Direct Payment, or Personal Reimbursement. Released Budget is available only when Budget Releases & Liquidation is active.
Materials vs Project Expenses
Materials & Requisition
- Controls requested, approved, and fulfilled project materials.
Project Expenses
- Records an actual project expense outside or alongside the dedicated material workflow.
More details
Who can use the module?
Admins have company-wide control. Managers can work with assigned projects where permitted. Supervisors may create and submit requests for assigned projects but do not approve or fulfill them. Employees do not currently have the web module workflow.
What happens with partial fulfillment?
Partially Fulfilled means some approved quantity has been supplied while a remainder is still open. Keep fulfillment details current until the request can legitimately be completed.
How does the Pricebook relate to materials?
The company Pricebook can provide reusable catalog references for material names, units, reference costs, categories, and specifications. Using a Pricebook item helps with entry consistency, but fulfillment still requires the actual supported cost and source for the request.
Important notes
- Approval is authorization, not proof of purchase or delivery.
- Estimated or requested prices are planning references; use actual supported fulfillment cost for project-cost reporting.
- Do not record the same material cost through both fulfillment and a separate Project Expense.