FGB Suite - Requisition Module

1. Login Screen

Purpose

This is where staff securely log in to access the requisition system.

Steps

1. Enter your Username.
2. Enter your Password.
3. Tap the eye icon to toggle password visibility (optional).
4. Tap SIGN IN to proceed.

2. Password Update Required

Purpose

Ensures account security by requiring password updates when necessary.

Steps

1. Enter your Current Password.
2. Type a New Password (minimum 8 characters).
3. Confirm the new password in Confirm New Password.
4. Tap UPDATE PASSWORD to save changes.

3. Main Menu

Purpose

Acts as the navigation hub for all major functions in the requisition module.

Menu Options

• Tasks – Manage actionable items and approvals.
• Requisition – Create and submit purchase requests.
• Petty Cash – Request and track petty cash expenses.

4. My Requisitions

Purpose

Displays all purchase requisitions created by the user.

Features

• Search Bar – Quickly find requisitions.
• Tabs – Filter by Draft, Applied, Approved, etc.
• Create (+ button) – Start a new requisition request.

5. Create Requisition

Purpose

Used to create a new requisition for project-related items.

Steps

1. Select a Project from the dropdown.
2. Enter the Date Needed and review the auto-filled Date Requested.
3. Fill in the Items to Order section:
   • In the Item Description field, type the name of the item you want to request (at least 3 letters).
   • Select the correct item from the suggestions that appear.
   • The Unit field will be automatically filled based on your item selection.
   • Enter the Quantity needed.
4. Tap Add Another Item to include more items if needed.

6. Requisition Created Successfully

Purpose

After creating a requisition, it will appear in this screen with a Draft status.

What Happens Next

1. The Inventory Staff will review your requisition.
2. They will find a supplier with agreed pricing for the requested items.
3. Once a supplier is confirmed, the Inventory Staff will seek approval from Management.

7. Update Requisition (While in Draft)

Purpose

You can still update your requisition while the Inventory Staff hasn't found a supplier yet.

Steps

1. Tap on your Draft requisition from the list.
2. Make any necessary changes to Project, Date Needed, or Items.
3. Review the Form Completion progress bar (should be 100%).
4. Tap Update to save your changes, or Cancel to discard.

8. Requisition Applied (Pending Approval)

Purpose

This shows that the Inventory Staff has found a supplier for your requested item and has sent it to Management for approval.

What This Means

• Your requisition status changes from Draft to Applied.
• The Inventory Staff has identified a supplier with agreed pricing.
• The requisition is now waiting for Management approval.
• You can no longer edit the requisition at this stage.

9. Approval Notification

Purpose

Once Management approves your requisition, you will receive a notification through the in-app notification system.

How to Check Notifications

1. Look for the notification badge on the Notifications icon in the bottom menu.
2. Tap on Notifications to view all updates.
3. Find the "REQUISITION UPDATE" notification showing your requisition has been approved.
4. The notification displays the requisition number (e.g., REQ-0000014) and approval status.

10. Requisition Approved

Purpose

Your requisition status has changed to Approved after Management approval.

Features

• The status badge now shows Approved in green.
• The requisition appears under the Approved tab in My Requisitions.
• You can tap on the requisition to view full details.

11. Approved Requisition Details

Purpose

View complete details of your approved requisition, including supplier information and pricing.

Information Displayed

• Status Information – Created date, last updated, and current status.
• Supplier Details – Supplier name and address.
• Items to Order – Item description, quantity, unit price, and subtotal.
• Total Amount – Final approved amount for the requisition.

12. Purchase Order Created

Purpose

Notification that the Inventory Staff has created a purchase order for your requisition.

What Happens

• The Inventory Staff places an order with the approved supplier.
• Status changes from Approved to Ordered.
• Items are now waiting to be delivered from the supplier.
• No action required from you - the Inventory Staff will track the order.

13. Ordered Status Reflected

Purpose

Your requisition list now reflects the Ordered status badge in blue.

14. Items Delivered

Purpose

Notification that the ordered items have been delivered and confirmed by the Inventory Staff.

What Happens

• The supplier has delivered the items.
• The Inventory Staff confirms receipt of delivery.
• Status changes from Ordered to Delivered.
• Items will be placed in the warehouse inventory.

15. Delivered Status Reflected

Purpose

Your requisition list now reflects the Delivered status badge in green.

16. Requisition Complete (Done)

Purpose

The final status showing that items have been successfully placed in the warehouse inventory.

What This Means

• The status badge displays Done in gray.
• All requested items are now in the warehouse inventory.
• The items are available for use in your project.
• This is the end of the requisition workflow.