Purchase Requisition Workflow

What does this workflow record at each stage of the requisition?

The workflow records the requisition status as it changes—Submitted, Pending Approval, Ready for PO, or Rejected—along with the confirmed supplier and confirmed cost entered by procurement, since the workflow waits for that task. The manager or finance approval decision is captured as part of the routing step, and the purchase order number entered on the final procurement task is kept with that task in the record's task list. All of this activity, together with the emailed acknowledgements and outcome notifications, appears in the record's timeline.

Who is involved in approving a purchase requisition?

An employee submits the requisition through the request form, procurement confirms the supplier and cost, and then either a manager or finance approver reviews the requisition depending on the confirmed cost. Requisitions under $2,000 route to manager approval, while those at $2,000 or above route to finance approval. Procurement is involved again at the end to raise the purchase order once the requisition is marked Ready for PO.

How does the workflow decide whether a requisition goes to a manager or to finance?

After procurement confirms the cost, the workflow routes the requisition automatically: confirmed cost under $2,000 goes to manager approval, and confirmed cost of $2,000 or more goes to finance approval. This routing happens without any manual sorting, based solely on the confirmed cost saved to the record. The approval outcome from whichever approver is assigned then determines the next step.

What happens if a requisition is rejected?

If either the manager or finance approver rejects the requisition, its status is set to Rejected and the requester is emailed a notification that the requisition was not approved. The notification invites the requester to submit a revised requisition if needed. The rejection and the approver's decision are reflected in the requisition record's status and timeline.

What happens once a requisition is approved?

Once approved by the appropriate manager or finance approver, the requisition status changes to Ready for PO and a task is assigned to procurement, due in 2 days, to raise the purchase order. Because this task is fire-and-forget, the workflow does not wait for it to complete before notifying the requester. The requester receives an email confirming the requisition is approved and ready for a purchase order, and the purchase order number entered by procurement is saved to that task.

How do we change the approval thresholds or steps in this workflow?

A workspace admin can adjust the routing thresholds, approval steps, or task due dates by describing the change in plain English or by editing the relevant steps directly in the workflow editor. Earlier versions of the workflow are kept, so changes can be reviewed or reverted if needed. This makes it straightforward to adapt the cost thresholds or add further steps as procurement policies evolve.

Do employees need an account to submit a requisition?

No, employees submit requisitions through the public request form, providing details such as requester name, department, business need, items and quantities, estimated cost, budget code, and any supporting document. They receive an emailed acknowledgement with their reference number and later receive emailed notifications of the approval or rejection outcome, all without needing to log into an account.

Who can see the status of a submitted requisition?

Workspace members assigned to tasks—such as procurement staff confirming supplier and cost, or managers and finance approvers—can see requisition records and their statuses in table views and dashboards. Each requisition carries a reference number, current status, and full timeline of what has happened, which workspace admins and members can review. Requesters are kept informed separately through emailed acknowledgements and outcome notifications.

What information does procurement work with when confirming supplier and cost?

Procurement is assigned a task, due in 2 days, to confirm the supplier and cost for each submitted requisition, drawing on the original request details such as items, quantities, and estimated cost. Because the workflow waits for this task, the confirmed supplier and confirmed cost that procurement enters are saved directly to the requisition record. This confirmed cost is then used to determine whether the requisition routes to manager or finance approval.