The Purchase Requisition & Approval Workflow is a single connected application that captures a requisition and routes it through approval, PO issuance, and goods receipt to closure. The workflow uses Quixy's Workflow Steps to route each stage to the right role, and Business Rules to adapt the form to what is being purchased.
Each stage is designed to show only the fields relevant to that stage, which helps simplify data capture, reduce manual effort, and improve usability for requestors and approvers.
The Requestor opens the Raise Requisition form and provides the details of what needs to be purchased.
| Field Name | Field Type |
|---|---|
| PR Number | Auto-Generate |
| Requestor Name | Text (auto-populated) |
| Employee ID | Text (auto-populated) |
| Department | Text (auto-populated) |
| Item / Service Description | Text |
| Category | Dropdown (Goods / Services / Capital Expenditure) |
| Required By Date | Date |
| Business Justification | Text Area |
Selecting a Category reveals the fields relevant to that type:
| Category | Fields Shown |
|---|---|
| Goods | Quantity, Unit, Estimated Value |
| Services | Duration / SLA, Estimated Value |
| Capital Expenditure | Asset Category, Depreciation / Useful Life, Estimated Value |
To learn more about designing form fields, refer to the Form Builder article.
Once submitted, the requisition moves through the following stages:
| Stage | Description |
|---|---|
| Department Head Approval | The Department Head approves the requisition or escalates it to the Procurement Head |
| Procurement Head Approval | Reached only on escalation. The Procurement Head accepts the requisition or rejects it back to the Requestor |
| Issue PO & Assign Vendor | The Procurement Officer assigns a vendor and issues the PO |
| Goods Receipt & Quality Verification | The receiving team records the goods receipt and quality check result |
| Review & Close | A reviewer closes the requisition or rejects it, looping back to Issue PO & Assign Vendor |
To learn more about configuring workflow steps, refer to the Workflow article.
Business Rules run on the Raise Requisition form to adjust field visibility and to determine whether a requisition needs Procurement Head approval.
| Rule Name | Purpose |
|---|---|
| Category Field Visibility | Shows Quantity, Unit, and Estimated Value when Category is Goods; hides Duration / SLA, Asset Category, and Depreciation / Useful Life |
| Category Services Visibility | Shows Duration / SLA and Estimated Value when Category is Services; hides Quantity, Unit, Asset Category, and Depreciation / Useful Life |
| Category Capital Visibility | Shows Asset Category, Estimated Value, and Depreciation / Useful Life when Category is Capital Expenditure; hides Quantity, Unit, and Duration / SLA |
| Procurement Head Escalation | Checks the Procurement Head Approval flag when Estimated Value is greater than Rs. 1,00,000; disables the flag otherwise |
| Procurement Head Escalation Logic | Disables the Procurement Head Approval flag when Estimated Value is empty |
To learn more about configuring business rules, refer to the Business Rules article.